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Reimbursement Instructions

Receipts must be submitted within 60 days of the receipt date to be eligible for reimbursement. To submit a receipt for reimbursement, first download and complete the fillable Reimbursement Request Form. Reimbursement requests will not be processed without accompanying Reimbursement Request Forms under any circumstances.

We strongly recommend reading the Receipt FAQ so that you are familiar with various issues involving reimbursement receipts.

When submitting receipts for multiple purposes (for example, one receipt for passport fee reimbursement and another receipt for gym membership reimbursement), please complete and submit a separate Reimbursement Request Form for each purpose.

Submit your completed Reimbursement Request form and receipt using one of the following methods:

  • Email: Scan your receipt and send it and your completed Reimbursement Request form as attachments to Jennifer Stevens. Please enter "Reimbursement Request - Your Name" in your email's subject line.
  • Fax: Fax your Reimbursement Request form and receipt to 1-804-289-8904, Attn: Jennifer Stevens.
  • Mail: After making a photocopy of your receipt to keep for your records, mail your Reimbursement Request form and receipt to:
    Jennifer Stevens
    Office of International Education
    28 Westhampton Way
    University of Richmond, VA 23173

Processing Time for Reimbursements

Allow four to six weeks from the time you submit your request to the OIE for your reimbursement to be issued to you by the Accounts Payable office. Please note that due to the large volume of reimbursement requests received daily, neither the OIE nor Accounts Payable are able to send individual confirmations when requests are received and/or processed.

How You Will Get Your Reimbursement Funds

Students signed up for direct deposit will have their reimbursement funds electronically deposited into the U.S. bank account they provided to Accounts Payable. Otherwise, students will be reimbursed by mailed check; click here for details.

Common Receipt Issues

Whenever possible, obtain a standard receipt from the vendor.  Doing so will help avoid problems when seeking reimbursement, because the University must adhere to IRS regulations regarding proof of payment. The standard receipt can be a paper or electronic receipt.  See examples below.  If no standard receipt is provided by the vendor, follow the instructions in FAQ #2 in the Receipt FAQs.

Reimbursements for Foreign Transactions

Reimbursements will be made in U.S. dollars only and will be converted according to conversions available from or as of the transaction date printed on your receipt.

Submit Reimbursement Requests within 60 Days

The Office of International Education will process reimbursement requests submitted with receipts no more than 60 days old. You should therefore submit your Reimbursement Request form and receipts within 60 days to ensure that you will be eligible to receive reimbursement.

Direct Deposit

Want to get your reimbursements faster?  Sign up for Direct Deposit!

An Exception for Study Abroad

The University of Richmond's Accounts Payable department will accept photocopied, faxed, and scanned receipts only for reimbursement requests related to semester- or year-long UR study abroad expenses. All other circumstances related to reimbursement requests (e.g., Ambassador Club, Trader Fund, Weinstein grants, etc.) require original receipts.