Where your future begins
Where your future begins
Contact: Cathy Callaway
Created: 04/03/2018
Date Emailed to Staff: 04/03/2018
Effective Date: 04/03/2018
Summary of Changes
Effective April 15, 2018 expense reimbursements will be submitted electronically in QE2. Hard copies with original signatures will no longer be required.
All receipts, agendas, etc. that need to be submitted with the expense reimbursement will need to be scanned and attached in QE2 at the time of submission. Staff must ensure the scan is readable before attaching it to the expense document.
At the time an employee submits an expense reimbursement in QE2, an email will be sent to the Supervisor indicating that an expense document has been submitted and requires their approval. An email will also be sent to the employee.
Supervisors are responsible for reviewing the expense reimbursement and all attachments on-line in QE2 and approving or rejecting. The approval of the expense reimbursements in QE2 will send a notification to the State Office that there is an expense reimbursement to process for payment.
The employee is responsible for ensuring their expense reimbursement is approved by their supervisor in QE2 by checking their Expense Report List.
Forms - New or Revised
None
QE2 Update
At the time an expense reimbursement is submitted in QE2, there will be an Add Attachments button for attaching receipts, agendas, etc. that are required. Staff should scan all attachments that pertain to travel on the expense document in and attach them to the expense reimbursement.
Supervisors are required to review the expense reimbursement and any attachments on-line by selecting the Look link in QE2 before approving the expense reimbursement. There will no longer be a paper copy to view. By approving the expense document in QE2, the Supervisor is certifying that the travel and all related expenses were appropriate.
Once approved in QE2, the expense document will be processed for payment by the State Office.
To Do
Brief video-conference meetings will be scheduled during the week of April 9 to go over changes with staff.
Team Communication
Discuss changes related to moving to an all electronic process at a team meeting. Ensure that staff that submit expense reimbursements know they are responsible for following up to see if their expense reimbursement was approved by checking their Expense Report List in QE2.
VRIS Posting
Expense Reimbursement Chapter - http://webforms.vr.ne.gov/vr_forms/program_manual_chapters/381
Monitoring Requirements
Upon submission of an expense reimbursement in QE2, staff are responsible for following up to ensure their expense document was approved by the Supervisor in QE2 by checking their Expense Report List.
Supervisors should know that the email is the only notification they will receive to let them know there is an expense document to approve. There will be no paper copy. If they do not approve it in QE2, there is nothing that notifies the State Ofice that one is pending for approval
If a supervisor is out of the office for an extended period of time, and an expense document requires immediate approval in QE2 due to the 60 day time limit, employees may forward the Approval email to the VR Director and request approval of the expense reimbursement in QE2.