Disbursement Requests

Employee Reimbursements

If you purchase items for the college, you may be reimbursed for the expenses, provided all necessary conditions are met. Before purchasing items, be sure to consult your supervisor for approval. In order to receive reimbursement for expenses incurred, complete a Disbursement Request Form. Original, itemized receipts with proof of payment are required. It is the employee's responsibility to request an itemized receipt, with proof of payment, from the vendor if it is not initially provided. Be mindful of vendors that do not provide itemized receipts with proof of payment and consider purchasing from vendors that do provide this.

Direct-Paying Vendors

Vendors may be paid directly via a Disbursement Request Form. Backup documentation, such as an invoice or similar document, must be included with the request. These requests will be reviewed by the Business Office, but most payments will be processed by the District Accounts Payable Office.*

*ASB and Co-Curricular funded requests are paid through the LPC Business Office.

Disbursement Request Process

Flowchart: Disbursement Requests

Examples: District-Clearing | ASB | Co-Curricular

1. Complete the Disbursement Request Form. Download the PDF file to your computer and open the file in your Adobe program. Do not edit the form in a browser. Attach all necessary backup documentation, such as receipts (original, itemized, with proof of payment), invoices, etc. to the Disbursement Request PDF file. Documents can be attached by pressing Ctrl+Shift+i while having the Disbursement Request PDF open. Documents must be attached before any signatures are applied to the form. You may not be able to attach documentation after the form is signed.
2. Obtain up to your Vice President's (or President's) signature approval.
3. Submit the completed and combined PDF to the Business Office.
4. The Business Office will obtain signature approval from the Vice President of Administrative Services.
5. Checks are disbursed as follows:
   1. Processed by the District Accounts Payable Office:
      1. Direct-payments to vendors.
      2. Employee reimbursements greater than $500.
      3. Note: ASB and Co-Curricular funded requests are not paid by District AP.
   2. Processed by the Business Office:
      1. Employee reimbursements less than $500.
      2. Disbursement Requests paid using ASB or Co-Curricular funds.

Missing Receipt Process

If you are missing a receipt for a college-approved purchase and would still like to be reimbursed, please follow the instructions below. This MUST be done before submitting your packet (Disbursement Request or Conference Expense Claim) to your supervisor or to the Business Office. The Business Office will not accept Missing Receipt Statement forms that have not been fully approved.

Flowchart: Missing Receipts

1. Complete the Missing Receipt Statement Form.
2. Submit the form to your supervisor for approval.
3. Submit the form to the Office of the Vice Chancellor of Business Services for final approval.
4. Once fully approved, attach the form to your packet (Disbursement Request or Conference Expense Claim).