Employee Reimbursements FAQ
My Expense Approver is unavailable. Who else can approve my ER or Advance?
I've lost a receipt. What should I do?
Why must I provide recipient information for gift cards?
How often should I submit mileage reimbursement requests?
Must I list all my trips separately for mileage reimbursements?
May I use PayPal to conduct University business?
May I be reimbursed for Lime, Bird, Spin, or similar services?
How do I request access to be someone else’s proxy for expense reports?
What if an expense is over 120 days?
My Expense Approver is unavailable. Who else can approve my ER or Advance?
Any approver with Level 1 approval access to your department ID. To find this list
of approvers, on the Finance Self Service page, click the “My Expense Reports” tile
to
view your expense report queue. Once you find the expense report in question, click
it to view the details. Under the “Expense Summary” page of the expense report there
is an Approval Status timeline. If the report is waiting in the “Pooled” approval
category, click the blue “Pooled” text and you will see a list of the approvers with
access.
I've lost a receipt. What should I do?
If the receipt total is less than $35, you need to substantiate the expense and note that the receipt is missing. In order to substantiate a missing receipt, include a placeholder document in the receipts PDF that specifies all details the receipt would have included: who, what, where, when, why. Make sure to specify the itemization of what was purchased.
If the receipt totals $35 or more, the expense must be substantiated and attach approval from either the CFO, COO, or President. You can fill out the CFO Approval Request form here.
Why must I provide recipient information for gift cards?
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 $35 per calendar year.
How often should I submit mileage reimbursement requests?
Mileage should be submitted at least monthly. Miles must be entered in half-mile (0.5) increments; round up or down as necessary. Google Maps is the preferred tool for calculating mileage.
Must I list all my trips separately for mileage reimbursements?
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.
May I use PayPal to conduct University business?
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.
May I be reimbursed for Lime, Bird, Spin, or similar services?
The University will not reimburse for the use of these shared services due to insurance, risk, and safety concerns.
How do I request access to be someone else’s proxy for expense reports?
The individual that you want access to submit expense reports for can add you to their proxy list within PeopleSoft. Here is a walkthrough of the process to Request Access.
What if an expense is over 120 days?
Per IRS regulations, expenses that were incurred over 120 days ago must be processed by the Payroll department using an Additional Payments Form.
Last Updated: 11/17/2023