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Expense Reimbursements

Status: Archived

Approved Date: November 12, 2018

Checklists

Expense Reimbursement

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.
  • If the employee worked outside of the core hours (7:00 a.m. - 6:00 p.m.) attach the supervisor's email approval.
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 the VR Director 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 the VR Director 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?

Process

Submitting Expense Reimbursements

  1. Enter required information for each trip or miscellaneous expense in QE2
  2. Review the checklist to make sure all information is complete
  3. Scan and attach all receipts, agendas, etc. that relate to any expense on the reimbursement; provide a description for each attachment
  4. Click Submit to send it to your supervisor for approval

 

Approving or Rejecting Expense Reimbursements 

  1. In Expense Reimbursement, there are three buttons on the Menu Bar
    • Main Menu
    • New Expense Report
    • Approvals
  2. Select Approvals to view a list of Unapproved Expenses for your team
  3. Select Look to view the Expense Document and all attachments 
  4. Select Approve if all travel and related expenses are appropriate; OR
  5. Select Reject if any travel and/or expenses are not approved. If you select Reject you will be asked to provide a reason to the staff member for rejecting their expense reimbursement.
  6. To Un-Approve an expense select Approval from the Menu Bar and then Approved Expenses to view a list of expenses already approved. Select Un-Approve.

Policy

NDE Administrative Memorandum #205 – Employee Expense Reimbursement

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 submitted and approved in QE2 within 55 days of travel (see Administrative Memo #205

Location-specific information about lodging and meals - www.gsa.gov/perdiem

VR Policies:

 


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