Business Office for Employees
Processing Expenses
Employees must properly substantiate their claims for payments or reimbursements from the school. If an employee does not adequately document the purpose(s) for the funds received, the IRS could treat the payment as extra income and potentially penalize the school for failing to withhold taxes from those payments.
Therefore, it is in the best interests of both the school and its employees that we clearly outline a structure for our reimbursement process. The policies and forms on this page are designed to do that.
Travel & Entertainment / Reimbursement Policy
Please review the travel and entertainment policy in the documents box on this page for detailed guidelines on the sorts of expenses that are reimbursable and those that are not. It also summarizes the school’s policy – which is based on IRS requirements – for the documentation that must accompany any request for reimbursement or payment of credit card charges. Please use the Travel Reimbursement form located in the documents box on this page for travel reimbursement.
Please review the travel and entertainment policy in the documents box on this page for detailed guidelines on the sorts of expenses that are reimbursable and those that are not. It also summarizes the school’s policy – which is based on IRS requirements – for the documentation that must accompany any request for reimbursement or payment of credit card charges. Please use the Travel Reimbursement form located in the documents box on this page for travel reimbursement.
Student Entertainment Reimbursement Form
Please use our standard check request form when seeking reimbursement for dorm expenses or advisee expenses. Please attach receipts to the request.
Please use our standard check request form when seeking reimbursement for dorm expenses or advisee expenses. Please attach receipts to the request.
Purchases on School Credit Cards and Miscellaneous Out-of-Pocket Expenses
For credit cards, we need your help in organizing the documentation (receipts) that you submit. Specifically, receipts should be stapled to Expense Report located in thee Documents box on this page in the order in which they appear on the credit card statement. While this may be a hassle, please understand that it is important in helping us link your reimbursement claim to your actual expenses. Some companies have gotten into trouble for not having sufficient oversight of their money in areas like this.
For credit cards, we need your help in organizing the documentation (receipts) that you submit. Specifically, receipts should be stapled to Expense Report located in thee Documents box on this page in the order in which they appear on the credit card statement. While this may be a hassle, please understand that it is important in helping us link your reimbursement claim to your actual expenses. Some companies have gotten into trouble for not having sufficient oversight of their money in areas like this.
Out-of-pocket expenses might include office supplies, a book or lamp purchased for your classroom, an airport run, mileage reimbursement for use of your car for a school trip, etc. If students should be charged for any of these expenses, please complete the Incidental Charge sheet form located in the document box on this page.
Please fill out the attached form for dorm feeds.
Please fill out the attached form for dorm feeds.
Professional Development
Due to the taxable nature of some professional development expenses, items in this category must be tracked in somewhat more detail than other expenses. Therefore, please complete the Expense Report - Professonal Development form located in the documents box on this page for summer study, graduate study, conferences, travel grants, and other professional development.
- Check Request Form
- Travel Reimbursement Form 2025 (for travel after 1/1/25)
- Travel Reimbursement Form (for travel 1/1/24-12/31/24)
- Direct Deposit Authorization Agreement
- Travel, Entertainment and Reimbursement Guidelines
- Petty Cash/Cash Advance
- W-9 Form
- Expense Report - School Credit Card
- Dorm Feed Reimbursement Form
- Expense Report - Professional Development
Groton School Mission: To inspire lives of character, scholarship, leadership, and service within a diverse, inclusive, and close-knit community.
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