United States Department of Agriculture

Research, Education, and Economics

**ARS CSREES ERS NASS**

***Bulletin***

**Title:** Non-Travel Related Employee Reimbursements

**Number:** 04-301

**Date:** January 9, 2004 **Expiration:** October 30, 2004

**Originating Office:** Financial Management Division

**Distribution:** Area ARS Employees

ARS Operations, NFC

Within the past year, greater restrictions have been placed on the use
of convenience checks and the Travel Card. Except on a documented and
approved emergency basis under \$500, we are no longer allowed to
reimburse employees using convenience checks for purchases they make
using their personal funds. Additionally, we are no longer able to use
the Travel Card to pay for meeting registration fees or be reimbursed
for these fees through the travel system. Regrettably, these controls
and restrictions were deemed necessary to curtail misuse of the
privileges these resources provided. The following provides interim
guidance regarding Agency policy on making purchases and employee
reimbursement.

Our Agency policy is to maximize use of the Government Purchase Card for
all purchases under \$2,500. The card is available for purchasing all
types of supplies and materials as well as payment of registration fees.
Therefore, we must rely more heavily on the Government Purchase Card. In
the event the Purchase Card cannot be used, the convenience check may be
used in accordance with existing policies. Your cardholders are familiar
with the requirements governing use of convenience checks in lieu of
Purchase Cards.

Therefore, purchasing needs should be referred to a cardholder or
Purchasing Agent for procuring. Only as a last resort should employees
make purchases using their own personal funds. This may require
additional advance planning on our parts to ensure that the requirement
is identified with sufficient time to allow the cardholder or Purchasing
Agent to satisfy the need. This is particularly true in the case of
registration and/or conference fees.

In rare, extraordinary circumstances when a Purchase Card or convenience
check cannot be used, an employee may be reimbursed for out-of-pocket
expenses. A reimbursement may be made to the employee by using an
SF-1164, Claim for Reimbursement for Expenditures on Official Business.

To ensure employees get reimbursed in a timely manner and that adequate
internal control is maintained, please follow these steps:

-   Complete the SF-1164 with the name, social security number, and
    address of the person to be reimbursed, a complete description of
    the item purchased, and a valid accounting code.

-   Attach an original receipt for the item.

-   Have the SF-1164 signed by the employee ("Claimant Sign Here") and
    the fund holder ("Approving Official Sign Here").

-   Forward to your Area Budget and Fiscal Officer (ABFO) (Headquarters
    offices should forward to the Fiscal Operations Branch (FOB), FMD)
    who will sign on the "Authorized Certifying Officer Sign Here" line.

-   ABFO/FOB forward to ARS Operations for processing (except for
    Pacific West and Southern Plains Areas who process their own
    payments).

Please Note: Although the SF-1164 has provisions for identifying local
travel costs, our Agency policy is that local travel reimbursements will
be processed through the travel system using Type L authorizations.

The above is interim guidance. The Financial Management Division, in
conjunction with the Acquisition and Property Division and the ABFOs, is
developing guidance that will further clarify and expedite the above
processes.

/s/

S. M. HELMRICH

Director

Financial Management Division