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Employee Reimbursements FAQ

I don't know how to create an Expense Report (ER) or Travel Cash Adavnce!

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

Will I be reimbursed for a late fee on dues? 

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 continue to use Petty Cash for reimbursements? 

May I use PayPal to conduct University business? 

The currency conversion field on the Expense Report's Details page isn't working. 

 

I don't know how to create an Expense Report (ER) or Travel Cash Adavnce!

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.

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.

Will I be reimbursed for a late fee on dues?

The University will not reimburse for late fees incurred by untimely payment of membership dues.

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 one of the following approvers must sign off on the missing receipt: Gary Hanson, Darryl Tippens, Jeff Pippin, Keith Hinkle, or Andy Benton.

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 continue to use Petty Cash for reimbursements?

Petty Cash payments may be obtained from the Cashier for non-recurring mileage and other expenses totaling less than $100.00.

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.

The currency conversion field on the Expense Report's Details page isn't working.

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.

                                                                                                                                                          Last Updated: 12/22/2016