Direct Pays & Reimbursements

Direct Pays

A direct pay occurs when an item or service is purchased outside the Procurement system and an invoice is presented to Accounts Payable for payment.

Allowable direct pays are:

  • Advertisements
  • Conference fees
  • Catering from on-campus dining services vendor
  • Government to government purchases aside from VCE furniture
  • Honoraria
  • Moving and relocation expenses
  • Professional organization membership dues
  • Scholarships and fellowships
  • Supply Room (excludes furniture)
  • College-owned vehicle & boat licenses/tags/decals
  • Voyager card payments

Purchase of any other type of good or service is not allowed.

Departments or individuals requesting an ineligible direct pay will be given one warning.  Subsequent requests will be forwarded to the Vice Presidents for Finance and Administration for review.


A reimbursement occurs when an individual uses their own funds to purchase a good or service and then requests the College pay them back.

There are a limited number of circumstances where reimbursement is the appropriate method to conduct the university’s business:

  • Express services when out of town
  • Business meals including Aramark catering
  • Moving and relocation expenses
  • Printing if less than $50
  • Travel
    • Conference Fees
    • Lodging
    • Meals
    • Parking fees and tolls
    • Personal Vehicle Mileage
    • Public carriers
  • Continuing Education course tuition
  • College-owned vehicle & boat licenses/tags/decals
  • Emergencies only with written justification

An individual requesting an ineligible reimbursement will be given one warning.  Subsequent requests will not be reimbursed.