Employee Reimbursements FAQ
Training is available from Information Technology. Please consult their training calendar for dates and times. Documentation is available in PDF format on Accounts Payable's Procedures page.
Any approver with Level 1 approval access to your department ID. Click the "Expense Report Approver by Rpt" link under the Travel & Expense menu on your My Work page.
The University will not reimburse for late fees incurred by untimely payment of membership dues.
If the receipt total is less than $25, you need only substantiate the expense and note that the receipt is missing. If the receipt totals $25 or more, the expense must be substantiated and one of the following approvers must sign off on the missing receipt: Gary Hanson, Rick Marrs, Jeff Pippin, Keith Hinkle, or Andy Benton.
The IRS considers gift cards to be income and as such, the employee seeking reimbursement must document recipients' names, campus-wide IDs, and the amounts of the gift cards. Gifts other than gift cards are non-taxable until the value exceeds $25 per calendar year.
Mileage should be submitted at least monthly. Miles must be entered in half-mile (0.5) increments; round up or down as necessary. Mapquest is the preferred tool for calculating mileage.
Yes. Each trip or leg of a trip must have its own entry, either on the Expense Report lines or on the Mileage Log. If the Mileage Log is used, the Expense Report may have a single line stating the total miles calculated on the Mileage Log. The Mileage Log must be electronically attached to the Expense Report.
Petty Cash payments may be obtained from the Cashier for non-recurring mileage and other expenses totaling less than $100.00.
Employees may use their personal PayPal accounts to purchase items on the University's behalf. Substantiation for PayPal transactions requires a receipt bearing the supplier's name and an itemized list of items purchased.
Do not use the built-in calculator for currency conversion. Exchange rates are not loaded into the T&E module. The preferred tool for currency conversion is Oanda.
The University will not reimburse for the use of these shared services due to insurance, risk, and safety concerns.
Last Updated: 11/29/2018