Accounting

The Law School Financial Officer is Stephanie Grant. Her office is in room 2423. Her email is grant@law.unm.edu. Questions regarding accounting procedures should be directed to her.

Reimbursements

Faculty should bring their reimbursement requests to their faculty support staff.

Students should bring their reimbursement requests to the Law School accountant.

Relevant Policies and Information for reimbursements

University Administrative Policies and Procedures Manual

Compliance with Accountable Plan Requirements

To qualify as business expenses, expenditures must be directly related to or associated with the University's mission.

In order to satisfy accountable plan requirements, requests for reimbursement must have a valid University business purpose and be submitted in Chrome River Expense within sixty (60) calendar days after the date the expenses were paid or incurred.  Requests not submitted within sixty (60) days after the expense was paid or incurred, and those without a valid University business purpose (but authorized by an exception to policy), will be reported to Payroll as taxable compensation. 

Reimbursements will not be processed if submitted more than one hundred and eighty (180) calendar days after the expenses were paid or incurred.

Compliance with Accountable Plan Requirements

Tips

Business Purpose

In order to be able to make a determination as to whether requests for payment or reimbursement are allowable under University Administrative Policies and Procedures, there must be adequate information included with the request to enable the reviewer to determine how the payment benefits the University.  This required information is referred to as the “Business Purpose”.  The business purpose should answer the following:

  • Who (Who spent this money? Who benefited from this purchase?)
  • What (What was bought?)
  • When (When was this bought? When was it used?)
  • Where (Where was this bought? Where was it used?)
  • Why (Why is the University responsible for this expense? How does the University benefit?)

Receipts

All reimbursement requests need complete, legible receipts.  A complete receipt includes:

  • Date
  • Vendor name & address
  • Item description, quantity, and cost
  • Payment confirmation
  • Meal receipts must include an itemization of the food and beverages purchased. A credit card receipt without the itemized description is not acceptable.

Travel

For travel reimbursements, please provide:

  • Agenda for meeting or conference
  • Airfare invoices, rental car agreements, mileage forms
  • Approval when needed (i.e. Dean’s approval for foreign travel)

Hospitality

Reasonable expenses for light refreshments and meal expenses may be allowed for hospitality events that include both University employees and invited guests of the University.  In order to be allowable, hospitality events must promote or advance the University’s mission. 

All requests for reimbursement of hospitality expenditures must be accompanied by a list of the individuals attending the function and their affiliation.  For functions attended by more than twenty (20) people or open to the public, a description of the function and guest list is sufficient.

Alcohol

Alcoholic beverages are allowable at hospitality events when such beverages are customary and reasonable considering the facts and circumstances of the particular event.  All on-campus use of alcohol must be consistent with UAP 2140 (“Use and Possession of Alcohol on University Property”) and be limited to beer and wine.  The amount expended for alcohol may not exceed thirty percent (30%) of the total amount expended for food. Alcohol normally may not be purchased with University funds for on-campus events at which only University employees are present.  

Purchasing Information

Pcard Holders Information

Transactions must be submitted and approved within 15 business days of the date the transaction appears in Chrome River.  It’s the Cardholder’s responsibility to monitor reports and to work with approvers to ensure that reconciliations are approved timely.

Purchasing

LoboMart Job Aids 

Gift Cards, Prizes, and Awards

The University conducts research, including human subject research, and other non-research activities that require or benefit from participants taking part in the event.  Non-research activities might include, for example, a student poster presentation or a staff survey for which prizes are provided to encourage participation. To compensate for participation, cash payments and non-cash incentives may be provided to participants if allowed by a contract or grant, or other University funding sources, and made in accordance with applicable laws, regulations, and University policies.  Cash payments and non-cash incentives are collectively referred to as “incentives”.

Gift cards and non-cash incentives must be purchased directly by UNM with a purchasing card or purchase order.  UNM will not reimburse individuals for purchasing incentives.