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?

 


My Expense Approver is unavailable. Who else can approve my ER or Advance?

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.

I've lost a receipt. What should I do?

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 VP approval should be attached to the report. If you are unsure who your area VP would be, you can contact your Major Area Budget Manager.

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 $25 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. Mapquest 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.

Last Updated: 11/19/2019