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Expense Reimbursements

Status: Archived

Approved Date: October 04, 2017

Checklists

Expense Reimbursement


CODING –

  • If the expense reimbursement is for training, is it coded to In-Service Training (ERIST)?

DESCRIPTION –

  • Is it clear where the employee was (to and from listed, name of meeting, etc.)?
  • If the employee was at a meeting, is the agenda attached? If there was no meeting agenda, that needs to be indicated on the expense document.

MEALS –

  • Are receipts for all meals exceeding $4.99 attached?
  • If the meal receipt is not itemized, is “Only receipt provided” written on the receipt by the employee?
  • If breakfast was provided at the hotel it cannot be claimed on the expense reimbursement.
  • If a meal reimbursement exceeds the limit is an exception from Mark attached?
  • Are tips separated from the amount of the meal?
  • Have alcoholic beverages been removed from the meal amount claimed?
  • If alcoholic beverages are included on the detailed receipt, is the amount of tip and tax claimed prorated (see example) 
  • EXAMPLE: Cost of food $20.00, cost of alcohol $7.00, tip left $4.00, taxes $2.00. The prorate percentage would be $20 divided by $27 = 74%. Therefore, 74 percent of the tip ($2.96) and 74 percent of the taxes ($1.48) are reimbursable.
  • If there is a meal for one-day travel is the memo signed by Mark and the Commissioner attached (ex. CAHRA)?

MISCELLANEOUS –

  • Is the miscellaneous expense not related to a one-day trip (tuition reimbursement, postage, etc.)?
  • If a receipt is required, is it attached?

PRIOR TO SENDING TO STATE OFFICE –

  • Has the employee signed the expense document?
  • Has the Office Director signed the expense document?
  • Is the expense reimbursement batched?
  • Is it more then 55 days since the first expense?

ADDITIONAL INFORMATION –

  • InsideNDE – Administrative Memorandum #205
  • www.gsa.gov/perdiem ~ Location-specific information about lodging and meals.

Process

Batching Expense Reimbursements - Associates

  1. In Expense Reimbursement you will see four buttons on the Menu Bar
    • Main Menu
    • New Expense Report
    • Invoices
    • Logout
  2. Select the Invoices button to see a list of invoices (expense reimbursements) waiting to be put on a QE2 batch
    • For associates that batch invoices for more then team
      • The invoices screen will default to a list of invoices (expense reimbursements) for your team, but you can click on the filter to view and select invoices from another team.
  3. Check the box on the left of the expense reimbursement(s) you want to put on a QE2 batch and click the Create Batch button.
  4. From Batched Invoices the Batch # (24) displays in the right column.
  5. To remove an invoice (expense reimbursement) from a batch, check the box on the left of the expense reimbursement you want to delete from the batch and click the Delete from Batch button.

Approving or Rejecting Expense Reimbursements - Office Directors

  1. In Expense Reimbursement, there are five buttons on the Menu Bar
    • Main Menu
    • New Expense Report
    • Approvals
    • Invoices
    • Logout
  2. Select Approvals to view a list of Unapproved Expenses for your team
  3. Select Approve to approve an expense document; OR
  4. Select Reject if you are not approving it. If you select Reject you will be asked to provide a reason to the staff member for rejecting their expense reimbursement.
  5. To Un-Approve an expense select Approved Expenses from the Menu Bar to view a list of expenses already approved. Select Un-Approve.

Policy

NDE Administrative Memorandum #205 – Employee Expense Reimbursement

VR Policies:

60 Day Time Limit – State statute requires expense reimbursements to be submitted within 60 calendar days. In order to meet this deadline, expense documents must be received in the state office within 55 days of travel (see Administrative Memo #205

Supervisors – Approving/Rejecting expense reimbursements in QE2 (See above Process Section).

Fiscal Associates – Batching expense reimbursements in QE2 (See above Process Section).


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