Office of Origin: Finance
Responsibility: Executive Director, Finance
Original Date Board Adopted: 4-21-26
Dates Reviewed: 4-21-26
Last Date Approved by Board: 4-21-26

Lake Michigan College (the “College”) reimburses employees for all reasonable and necessary expenses incurred while conducting official College business.

REIMBURSEMENT REQUESTS

To receive reimbursement, employees must submit an approved Expense Report within 45 days of incurring the expense. Requests submitted more than 45 days after the expense date may not be reimbursed. Exceptions may be approved by the supervising Cabinet member or the Executive Director of Finance.

For expenses incurred in June, every effort must be made to submit the Expense Report by June 30 to ensure proper accounting within the fiscal year. 

Expense Reports that are incomplete or lack adequate documentation will be returned to the submitter for correction or additional information.

All expenses are subject to review for allowability under College policies and applicable regulations. Non-allowable purchases will not be reimbursed. See the policies in the REFERENCES section below for more information.

The College does not provide cash advances for travel or other business expenses.

Employees are responsible for ensuring that Expense Reports are accurate, properly documented, and compliant with College policies and funding requirements.

Approvers are responsible for reviewing Expense Reports to confirm that the expenses are reasonable, properly supported, and allowable under College policy and funding requirements before approving reimbursement.

REQUIRED DOCUMENTATION

Appropriate documentation must be attached for all expenses and is listed below in order of preference:

1. Itemized vendor receipt showing vendor name, date, amount, and purchase description.
2. Order confirmation email or screenshot of the completed transaction.
3. Packing slip or other documentation received from the vendor.
4. The order form submitted to the vendor.

Itemized receipts are required unless unavailable or impractical to obtain (for example, parking meter charges). Credit card statements alone are generally not sufficient because they do not provide itemized detail. If an itemized receipt cannot be provided, a detailed written explanation must be included.

If no documentation at all can be provided, a notation of “no receipt” must be made along with a detailed explanation.

TRAVEL-RELATED EXPENSES
See the Travel Expenses and Mileage Reimbursement policies.

References:             Authority to Bind College to External Agreements policy

Capital Assets policy

                                    Expense Report on myLMC.org

                                    Grants & Grant Manager Responsibilities policy

Mileage Reimbursement policy

Purchasing - Allowable Purchases policy

Purchasing - Required Practices policy

Travel Expenses policy

Vehicle Use policy