Reimbursement

Convergence Events, Inc. Reimbursement Policy

  1. Completion of Reimbursement Form.
    1. All reimbursement requests must be submitted with a completed, legible, reimbursement form.  Forms must be completed in their entirety or will not be honored. In the case of online reimbursement requests, all fields must be completed.
    2. Documentation must be included with a completed reimbursement form. This
      documentation can include, but is not limited to: receipts, invoices, order confirmations,
      or emails. Originals do not need to be submitted. Scans or copies are acceptable.
    3. Authorization is required from a Department Head, Co-Head, or Division Director.  In the case of a reimbursement request being submitted by a Department Head, Co-Head, or Divisional Director, the authorization must come from a second party.
  2. Submission of Reimbursement Requests
    1. Reimbursement requests may be submitted in person to the Finance Department Head, the Finance Department Head’s appointed representative, or via e-mail.
  3. Budgetary Requirements
    1. Reimbursements will only be honored in amounts up to the assigned budget limit.  Amounts exceeding budgets will not be reimbursed.  Any budget change must be approved by a Divisional Director in writing.
  4. Ineligible Expenses
    1. Meals or other incidental costs will not be eligible for reimbursement without prior written approval of a Divisional Director.
  5. Distribution of Reimbursements
    1. All reimbursements will be issued as checks mailed to the address listed on the reimbursement form within two (2) weeks of submission.
    2. If special circumstances exist and a reimbursement is required immediately, please contact the Finance Department Head.