Employee Reimbursements

Pepperdine University will reimburse employees for out-of-pocket expenses incurred during the execution of University business.

Reimbursement requests are made with Expense Reports located under Travel and Expense in WaveNet. It is the responsibility of the employee who incurred the expense to collect and organize the appropriate original receipts, and give them to the designated departmental Travel & Expense submitter in a timely manner.

Resources

• Mileage Log form
• Mileage Rates
• Policies
• Procedures
• Glossary
• FAQ

Training

Travel & Expense module training is available from the Information Technology Department. Please visit IT's page for a schedule of classes.

Deadlines

Approved Expense Reports and Travel Cash Advance requests are due the Thursday prior to the desired Wednesday check run.

Each expense needs its own line on the expense report. That is, if two lunches are being reimbursed, they should be listed separately even if they were expensed on the same business trip.

Who, What, Where, When, and Why

Substantiation of reimbursable expenses must detail who incurred the expense and who was involved, what was purchased, where the transaction occurred, the date the transaction occurred, and the business purpose of the expense.

Protecting Your Information

If a receipt, statement, or other document used for substantiation includes your full, 16-digit credit card number, use a permanent marker to black out the first 12 digits before scanning the document. This allows for secure transmission of your personal data over the Internet.

Paperless ER Submission

Accounts Payable requires all supporting documentation to be scanned and electronically attached as a PDF file to the expense report or advance. The scan must be of good quality and legible.

Advance Eligibility

Travel Cash Advances are available for out-of-pocket cash expenses while traveling on University business. Travel must be outside of the following counties: Los Angeles, Orange, Ventura, and San Bernardino.

Mileage

Mileage should be submitted for reimbursement at least monthly, or weekly if your travel schedule warrants it. Mileage must be detailed in one of two ways: on the Expense Report's lines (with maps of the trip included) or using Accounts Payable's Mileage Log. Each trip or leg of a trip should be on a separate line. Addresses of any non-Pepperdine locations should be provided.

Direct Deposit

In order to receive a reimbursement or advance via ACH, direct deposit must be enabled in your Payroll preferences. If your Payroll deposits are made to multiple accounts, please be aware that reimbursements will be credited to the account chosen as number one in the deposit order list. To see your Payroll preferences or set up direct deposit, click on Employee Self Service located under Employee Services in WaveNet, and select My Payroll and Direct Deposit from the menu.

Reassignment Procedure

If an employee's HR Supervisor is out of the office for an extended time, the employee's expense report approvals can be reassigned temporarily. The Major Area Budget Manager must contact the Accounts Payable employee reimbursement analyst to request a reassignment of an HR Supervisor's approval role.

Last Updated: -09/12/2024