Wishes and Messages

Application for reimbursement of money

  1. Home
  2. Anniversary Wishes
  3. Application for reimbursement of money
Application for reimbursement of money
May 16, 2019 Anniversary Wishes 1 comment

Annex 5: SAMPLE LETTER FOR REIMBURSEMENT OF EXPENDITURE. Letter head of the Beneficiary Organisation. Claim Reference No.: Date: Name of.

Preferred Purchasing Methods

Departments must consider using UB's preferred purchasing methods such as a Procurement Card, eProcurement or purchase order for business transactions. Using these methods ensures contract pricing, liability and tax exemption requirements are met. When requesting reimbursement, you may be asked to explain why one of these preferred methods was not utilized.

Ownership of Reimbursed Items

Ownership of all items acquired with state, Research Foundation (RF) or UB Foundation (UBF) funds is vested with the respective entity and not the individual faculty or staff member. This includes items purchased:

  • by an individual for which the cost was reimbursed.
  • using a university procurement method such as a purchase order, Procurement Card (PCard), or any eProcurement method.

Departments must also ensure appropriate asset management requirements are met.

Prerequisites for Reimbursement

  • List the UB business purpose for the expense on the expense report or voucher.
  • Attach original receipts to the expense report or voucher.
  • Verification of payment. Depending on how the purchase was made, additional information may be requested to substantiate that the purchase of goods or services took place.
  • For vouchers, the payee and the authorized individual must sign it. For expense reports, the payee must accept the electronic agreement. For more information, review the UB Approval Authority Policy.

Food and Beverage Reimbursements

The Allowable Use of Funds policy governs payment and reimbursement for food, beverage and related expenses associated with official university functions. Documentation is required to support and justify the business-related purpose of the expense.

Read the Allowable Use of Funds Policy

Sales Tax Exemptions

Every effort should be made to obtain New York State sales tax exemption. If the vendor did not accommodate UB's tax exempt status, you may be required to provide an explanation.

Get Tax Exempt Forms for New York State and Other States

Restrictions for Reimbursements

Reimbursement is typically requested for food purchases and registration costs for vendors that may not accept credit cards or purchase orders. Registration costs related to travel should be included on the expense report or voucher.

Not all state-funded items can be reimbursed on an expense report or voucher. The following expenses cannot be requested:

How to Request Reimbursement

How to Confirm Reimbursement

Payments can be confirmed by the department using the SIRI State Payments tab. A direct deposit reference is 7 digits, a check number is 8 digits beginning with a zero, (e.g.) 0XXXXXXX.

Reimbursements with state funds for state-funded employees are either direct-deposited into the payroll account or mailed to the address in the payroll file. Employees do not need to be added to the state-wide vendor file in order to be reimbursed. Non-employee reimbursements are mailed to the address provided on the voucher.

If Employee Receives Pay by Paper Check — employees that receive part or all of their pay in a check will continue to receive a check for their travel or expense reimbursements. However, that check will be mailed to the same address as the one that appears on the employee’s paycheck. There is no option to have travel or expense reimbursements sent to a different address.

If Employee Receives Pay by Direct Deposit — employees will not receive any notification that a direct deposit has occurred. Employees that have their full paycheck direct deposited to one bank account will have their travel or expense reimbursements deposited to that same account. Employees that have their direct deposit split across more than one account will have their travel or expense reimbursements deposited into the account where the balance of their pay goes. For example, if you have $300 per paycheck direct deposited to Bank A and the balance to Bank B, your travel or expense reimbursement will go to Bank B. However, if an employee designates a percentage for each account, and does not indicate balance, a check will be issued.

Contact an Expert

For Business Reimbursements

For Travel Reimbursements

Related Links, Policies and Forms

Reimbursements with state funds are paid to UB employees and non-employees who have incurred travel expenses or purchased business-related goods with out-of-pocket funds on behalf of the university.

Not All Purchases Are Reimbursable

Seeking reimbursement for out of pocket expenses is not a best practice. You are not guaranteed reimbursement.

For Purchases

Non-Employee Reimbursement

Reimbursements with state funds are paid to non-employees of UB who have purchased goods and services with out-of-pocket funds. Non-employees include:

  • guests
  • faculty and staff job candidates
  • unpaid students

The host department or unit should submit the Non-Employee Personal Reimbursement Request to reimburse non-employees for business non-travel expenses.

Submit a Non-Employee Personal Reimbursement Request

Reimbursement Timeline

Employee reimbursements for travel or other expenses will be paid on an ongoing basis and are not impacted by the payroll schedule. Employees will be reimbursed as expense reports are processed. 

State-funded RAP reimbursements; honoraria; moving expenses

Karen Buchheit

Travel Services

Webpage Feedback

Notice a Technical Problem With This Webpage?

You can apply for reimbursement of covered services if you are eligible for by the clinic or health professional; Proof of payment (e.g. receipt, cash register slip).

Sample Letter For Request A Refund

application for reimbursement of money

Sample Medical Bill Reimbursement Application Format

[Here briefly focus on Medical bill reimbursement application format. You can also follow these as a covering letter for medical claim requesting reimbursement of medical expenses. You can modify this format as your requirement.]

Date…

Human Resource,

Medical Institution name…

Institute Address…

Sub: Application for Medical Bill Reimbursement

Dear Sir,

I was suffering from chronic Kidney disease (Disease name) from last few months. I have operated from (medical institute name). Total expense (Money amount) are incurred. Please reimburse this amount; I have attached all the necessary documents and Invoices.

I shall be highly grateful to you.

Name…

Job Designation…

Address and contact no…

Signature…

 

Another format,

Date…

Administration Office,

Medical Institution name…

Institute Address…

Sub: Request for Medical Bill Reimbursement

Dear Employer’s Name,

I am sending this letter to request reimbursement for the applicable medical expenses I have incurred due to (disease name). I was admitted to the (Name of Hospital), for five/seven days. I am enclosing all medical records pertaining to my treatment and hospitalization as well as the amount I am requesting for reimbursement for your perusal.

I hope to hear from you within 10 business days. If you need more information, you may reach me at (contact no) or at [email protected] I will be happy to supply any more information you require.

I appreciate your time and support.

Name…

Job Designation…

Address and contact no…

Signature…

thank you letter for professional assistance
Thank you for requesting information letter
how to write appointment letter for employee
Thanks for attending the function
resign notice template
Please accept this gift as a token of my appreciation
my husband is the love of my life
I have my heart

Health Insurance

application for reimbursement of money

Instructions - Using the example letter below, request a refund or reimbursement for something you received that was faulty. Upload it as a txt entry or put your google link into the file. Thank you.

[Senders Name]
[Address line 1]
[Address line 2]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line 1]
[Address line 2]
[State, ZIP Code]


[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

During my business trip to Washington two weeks ago, I came down with a bad case of the flu. I had to visit the hospital to get checked out and while they were willing to accept my insurance and send the bill directly to you I had to pay cash for the medicine that was prescribed to me.

With this, I would like to ask that you reimburse me for the amount that I had to pay for the medication. I have attached the receipt and are hoping to hear back from you or get results regarding this request of mine within the week.

Thank you for your time and effort.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

 [Enclosures: number] -Optional-

cc: [Name of copy recipient] -Optional-

0

If people pay and then apply for reimbursement, Anna will pay the authorities in France, where Anna is insured, to get their money back.

8.2.2 Request Reimbursement for Items Purchased on Behalf of the University

application for reimbursement of money

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

During my business trip to Washington two weeks ago, I came down with a severe case of the flu. I had to visit the hospital to get checked and while they were willing to accept my insurance and send the bill directly to you I had to pay cash for the medicine that were prescribed.

With this, I would like to ask that you reimburse me for the amount that I had to pay for the medication. I have attached the receipt and are hoping to hear back from you or get results regarding this request of mine within the week.

Thank you for your time and effort.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Request a refund or reimbursement. Sample letter.

Further things to consider when writing request letters to human resources

Request Letters

Request letters are letters written to ask formally or politely for something. Any matter that requires a humble and polite appeal can be put forward using a request letter. It could be a job interview, a promotion, or a favor; a request letter will get the job done. A request letter can be formal or informal depending on the recipient. If you are requesting a friend to do a task for you, for instance, you can choose to go informal. But if you are requesting your manager for a promotion, the letter has to be formal. Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request.

When writing request letters, you need to be brief and direct, avoiding any auxiliary information that might weaken the message you are conveying. State exactly and clearly what you are requesting for giving reasons for it. If you are requesting for a raise, for example, explain in details why you think you deserve one. Maintain a polite tone throughout the letter. Close the letter by thanking the recipient in advance and expressing your anticipation for his/her consideration.

Letters to Human Resources

Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.

When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.

These articles may interest you

How to Request Funds or Request Reimbursement from the PTO. Request for Funds. Persons requesting funds should be present at the PTO meeting to answer.

application for reimbursement of money
Written by Nigami
Write a comment