Determine which of the following three reimbursement forms is appropriate.

Travel Expenses

Before travelling, fill out the Travel Disclosure form here. (This form can also be found on the UNC Department of Biochemistry and Biophysics homepage at the bottom of the page under Links of Interest. Click Travel Disclosure.)

For travel-related expenses away from Chapel Hill, such as going to a conference, use the Travel Reimbursement Form.  Please submit your reimbursement request immediately upon returning from your trip.

  1. Print out the Travel Reimbursement Form.
  2. Fill it out in pen.
  3. Have it signed by your principal investigator (PI).
  4. Provide the documentation, i.e., receipts, requested.
  5. Designate the grant number to be charged, which can be obtained from the lab manager.
  6. Deliver your documents to the appropriate accountant.

Business Expenses

For expenses like paying for a meal in Chapel Hill, use the Business Expense Form. (This form can also be found at the bottom of the UNC  Department of Biochemistry and Biophysics homepage under Links of Interest.) All individual reimbursements of this type must be submitted within 30 days after the funds were spent; the departmental office will no longer accept receipts that exceed this time frame. For each reimbursement use a new form; do not combine two different reimbursements on one form.

  1. Print out the Business Reimbursement Form.
  2. Fill it out in pen.
  3. Have it signed by your principal investigator (PI).
  4. Provide the documentation, i.e., receipts, requested.
  5. Designate the grant number to be charged, which can be obtained from the lab manager.
  6. Deliver your documents to the appropriate accountant.

Other Expenses

For expenses like posters or office supplies that are not related to meals or travel, use the Reimbursement Request Form. Please do not to use the word equipment on the form even if describing an equipment purchase. Submit your reimbursement request within 30 days of the date of purchase. More than one reimbursement may be combined on one Reimbursement Request Form.

  1. Print out the Reimbursement Request Form.
  2. Fill it out in pen.
  3. Have it signed by your principal investigator (PI).
  4. Provide the required documentation, i.e., receipts, in the manner specified on the document. Please tape each original receipt to a separate piece of paper. Please do not tape over or highlight any identifying aspects of the receipt.
  5. Designate the grant number to be charged, which can be obtained from the lab manager.
  6. Deliver your documents to the appropriate accountant.