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Specific Reimbursement Policies
Prizes, Gifts, Awards
These can be cash and non-cash (i.e. platters, rings, jackets, etc.) given to individuals in recognition of religious, charitable, scientific, educational, artistic, literary or civic achievements.
For non-cash items given to Vanderbilt employees whose value equals or exceeds $100, a taxable fringe reporting form must be completed for each recipient and attached to the check request form.
Employees are individuals who work for the University either full or part-time. Student employees are not considered University employees under this classification unless the prize being conferred is related to their employment (i.e. Best Teaching Assistant award when student is being paid as a teaching assistant).
Alcohol is not an allowable direct charge to Federal Grants or Contracts and requires special coding treatment if used on other University Centers. To ensure Vanderbilt is able to track and correctly report all funds spent on alcohol all alcohol must be identified and charged to a designated VU “Entertainment” GL account number (62110-62114).
When alcohol is a part of another expense such as catering, meetings expense, travel, or recruitment calculate the portion of the total cost that is for alcohol and code that portion under an “Entertainment Account” (62110-62114). Whenever possible, obtain a separate itemization for alcohol.
Vanderbilt University is exempt from sales tax. Please use the Tennessee State Sales Tax Exemption Number 100142007 or Federal Identification Number 62-0476822 so that the University will not be invoiced for sales tax. The sales tax exemption notice can be presented on purchases made with cash, and Vanderbilt University checks. Other available procurement/payment methods include purchase orders, the Procurement card (“PCard”) and e-Procurement, which will provide the same exemption benefit to the University. For travel, Vanderbilt has reciprocal exempt status in some states.
A copy of the form is available for download at https://www4.vanderbilt.edu/fis/accounting/Tax_Exempt_Form.pdf.
A list is available at
On check requests for reimbursement of Vanderbilt University business expenditures, sales tax will generally not be reimbursed. This policy applies to expenditures made by faculty, staff, and students. The Chancellor, Vice Chancellor and the Dean's offices have the authority to approve reimbursement of sales tax on business expenditures on an exception only basis. This approval for reimbursement of sales tax should be included with the check request documentation.