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Specific Reimbursement Policies

 

Prizes, Gifts, Awards

These can be cash and non-cash (i.e. platters, rings, jackets, etc.) given to individuals in recognition of religious, charitable, scientific, educational, artistic, literary or civic achievements.

For non-cash items given to Vanderbilt employees whose value equals or exceeds $100, a taxable fringe reporting form must be completed for each recipient and attached to the check request form.

Employees are individuals who work for the University either full or part-time. Student employees are not considered University employees under this classification unless the prize being conferred is related to their employment (i.e. Best Teaching Assistant award when student is being paid as a teaching assistant).

Alcohol

Alcohol is not an allowable direct charge to Federal Grants or Contracts and requires special coding treatment if used on other University Centers. To ensure Vanderbilt is able to track and correctly report all funds spent on alcohol all alcohol must be identified and charged to a designated VU “Entertainment” GL account number (62110-62114).

When alcohol is a part of another expense such as catering, meetings expense, travel, or recruitment calculate the portion of the total cost that is for alcohol and code that portion under an “Entertainment Account” (62110-62114).  Whenever possible, obtain a separate itemization for alcohol.

Reimbursement of Sales Tax

 Vanderbilt University is recognized as a non-profit, educational 501(c) (3) institution, and is exempt from sales tax on most purchases. Individuals purchasing materials, supplies, and services subjected to Tennessee state sales tax should request the tax exemption number found here.

The university also maintains sales tax exempt status for a number of additional states. (Please click here for a listing by state.) These exemptions are not applicable for goods/services purchased for personal use or with personal funds.

 Employees will be reimbursed for applicable sales tax only in those situations in which the employee could not avoid the tax and the goods or services were purchased utilizing the appropriate purchasingservices method.