Reimbursement Process

If you submitted your application for Professional Development Funding and received monies toward your activity/purchase, there are new reimbursement guidelines in place through the NECC Business Office that need to be followed.

It is imperative that, as the recipient of a funded application, you complete the appropriate paperwork. If you find you have any questions regarding this process, please contact the Business Office for assistance.

NOTE: If your paperwork is not completed properly, we may need to return it to you for further clarification. Please follow these guidelines to insure swift reimbursement.

Click on the appropriate link to see the reimbursement process regarding the type of funding you received:

For Direct Deposit/EFT Information:

  • It is now required that any NECC employee be reimbursed for expenses via direct deposit. Direct deposit reimbursement through the Business Office for expenses is separate than that of your Payroll direct deposit.
  • Click here to complete the EFT Direct Deposit form. This only needs to be done once to get you set up in the Business Office system to receive reimbursements from NECC.
  • Remember to sign the form AND attach a voided check.
  • If you are not sure if you have already supplied the Business Office with an EFT Direct Deposit form, please contact the Business Office at (978) 556-3932 and they can inform you of your status.

For Out-of-State Travel:

Two forms are REQUIRED to support and reimburse for out-of-state travel.

  1. TRAVEL AUTHORIZATION FORM: If your travel is out-of-state, click here to complete the Travel Authorization form as soon as possible (even if your travel has already occurred).Fill in the date; your name; your NECC ID #; the depart date; the return date; purpose of travel; and, estimated expenses. If you would prefer a travel advance, please check off the appropriate box. We will complete the funding source information.Print it, sign on the employee’s signature line and attach a copy of event materials (i.e. brochure, web page that indicates conference information, etc.).DO NOT submit your paperwork to the Business Office. Our office will need to sign the authorized signature line and we will send it on to the Business Office. Submit all of your pertinent paperwork to our office for processing.
  2. TRAVEL REIMBURSEMENT FORM: For reimbursement of expenses for out-of-state travel, click here to complete the Travel Expense Reimbursement form.Fill in: the date; your name; your NECC ID #; purpose of travel (name, date and location of event); relevant expenses (meals are not included as part of the reimbursement through this funding); and sign the form as the employee/traveler. We will complete the index number and index description sections. ATTACH YOUR RECEIPTS.
  3. Mileage by car can be calculated at the rate of $0.565/mile. IMPORTANT: The Business Office requires that travelers include a print-out of mileage from your starting point (i.e. your home address, the NECC campus – whichever is shorter to your destination) to the ending point (i.e. the conference location). You can do this through MapQuest.
  4. Print it, sign on the employee’s signature line and attach a copy of event materials (i.e. brochure, web page that indicates conference information, etc.). Also attach a copy of your emailed award letter.
  5. DO NOT submit your paperwork to the Business Office. Our office will need to sign the authorized signature line and we will send it on to the Business Office. Submit all of your pertinent paperwork to our office for processing.

For In-State Travel:

One form is REQUIRED to support and reimburse for in-state travel.

  1. TRAVEL REIMBURSEMENT FORM: For reimbursement of expenses for in-state travel, click here to complete the Travel Expense Reimbursement form.Fill in: the date; your name; your NECC ID #; purpose of travel (name, date and location of event); relevant expenses (meals are not included as part of the reimbursement through this funding); and sign the form as the employee/traveler. We will complete the index number and index description sections. ATTACH YOUR RECEIPTS.
  2. Mileage by car can be calculated at the rate of $0.565/mile. IMPORTANT: The Business Office requires that travelers include a print-out of mileage from your starting point (i.e. your home address, the NECC campus – whichever is shorter to your destination) to the ending point (i.e. the conference location). You can do this through MapQuest.
  3. Print it, sign on the employee’s signature line and attach a copy of event materials (i.e. brochure, web page that indicates conference information, etc.). Also attach a copy of your emailed award letter.
  4. DO NOT submit your paperwork to the Business Office. Our office will need to sign the authorized signature line and we will send it on to the Business Office. Submit all of your pertinent paperwork to our office for processing.

For Purchases:

  • If your funded activity was for a purchase, click here to complete the Employee Reimbursement form.
  • Complete the date, your name, your NECC ID#, the description of the purchase and the amount. We will complete the index number and index description sections. ATTACH YOUR RECEIPTS. Also attach a copy of your emailed award letter.
  • DO NOT submit your paperwork to the Business Office. Our office will need to sign the authorized signature line and we will send it on to the Business Office. Submit all of your pertinent paperwork to our office for processing.

REMEMBER: Individuals receiving award letters will need to submit their receipts to our office (C206) along with the proper paperwork for reimbursement. We will forward the forms and receipts to Keith Pothier in the Business Office (B-201) who will process your reimbursement. Receipts must be received within six (6) weeks of your activity or we will not be able to guarantee funding.