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Expense Reimbursement Request Form Instructions

Purpose

Used to request reimbursement for out of pocket funds spent on behalf of the University of La Verne or ULV's various club accounts. Any individual requesting reimbursement must use this form. The form is an interactive form located on ULV's website (under Administration and Finance) and must be completed on line.

Expense Reimbursement Form Policy

The Expense Reimbursement Request Form located on ULV's website under Administration and Finance must be used. The form must be fully completed online, printed out, signed by the payee and approved by the Authorized Approver. An Accounts Payable Signature Authorization form must be on file in Accounts Payable before approving and submitting an Expense Reimbursement Request form to Accounts Payable. The form must be printed on letter size paper, with the approvals and amount totals on one page.

Expenses over 90 days are not reimbursable.

You cannot submit an Expense Reimbursement Request for payment made to an individual or sole proprietorship. ULV must issue checks directly to individuals and sole proprietors.

Review the Travel Expenditure Policy for reimbursable expenses.

Do's

Attach detailed receipts (showing what was purchased) to the Expense Reimbursement Form. The credit card receipts or credit card billing statements are not adequate support for reimbursement.

Make sure the form is fully and properly completed online and submitted with original receipts showing proof the expense was incurred and paid for. Occasionally, if a receipt is lost and you have to attach a copy, please note on the receipt why a copy is being submitted.

Make sure when listing the business purpose of an expense to include the what, where, and why. Ex: for a meeting, list what type of meeting and the business purpose (why) of the meeting. For mileage reimbursement list the purpose (what & why) of the mileage and the places of travel.

List expenses on a daily basis with the exception of an airline ticket and round trip mileage from one place to another. List meals on a daily basis; do not combine the daily totals.

Don'ts

Do not request reimbursement for personal use items, such as:

  1. Greeting cards or gifts for holidays, birthdays, farewells and bereavements for ULV employees (past or present) or students.
  2. Kitchen or coffee supplies for the department.
  3. Office decorations.


The above list reflects merely examples and is not intended to be all inclusive. If you are unsure about the reimbursement for a potential purchase, please contact Accounts Payable prior to buying the item (s).

Do not submit Expenses that are over 90 days, they are not reimbursable.

Do not submit handwritten or hand typed expense reimbursement forms.

Do not forget to list the business purpose (what, where & why) of the expense.

Form Instructions

Name: Type in the legal name (no nicknames) of the individual being reimbursed.

Banner ID: Type in 8-digit Student or Employee Banner ID. Banner IDs are assigned by the Registrar's Office.

Address: Type in the address where the check should be mailed.

Dept: Type in the program/department name

Phone/Ext: Your phone number and/or extension

Remit By: Check one of the boxes to the right as to how the check should be delivered.

Date: Type in the date the expense was incurred.

Description: Type in a brief detailed description of the business purpose of the expense. If you attended a seminar or conference list the name of the seminar or conference. If you are claiming mileage, list the reason for the mileage, places (cities) of travel. If you attended a meeting, list the name of the meeting and the purpose for the meeting.

Dept/Prog. #: If there is only one program number to be used for all of the expenses you only need to list the 8 digit program number once. If there is more than one program # then you would list the different program numbers to be charged.

Number of Miles: List the number of miles (daily) for each trip. The system will automatically total the daily miles and multiply it by ULV's mileage rate. If your mileage will take up more than one expense reimbursement page you should use the Mileage Log Sheet that is located on ULV's website (under the Expense Reimbursement Request).

Air, Rail, Bus: List amounts for airfare, bus fare, cab fare, car rentals, gas for car rentals, parking and any tips related to these expenses.

Lodging: List the amount for lodging only, including taxes and tips. Do not include parking, meals, phone or internet fees in this field.

Employee Meals: Type in each meal amount in the correct fields: breakfast, lunch or dinner. List the meals on a daily basis. If you are listing a meal for you and other employees due to business travel together, make sure you list the individual's first and last name and that they are an employee. There is a maximum of $35.00 per day for an individual's meals.

Phone, Internet & Fax: List phone, Internet or fax expenses in this column.

Misc.: List all other expenses in this column. Miscellaneous expenses include small emergency supplies, printing or postage.

Gross Total: This field will automatically total

Entertainment & Business Meals: List the meals on a daily basis. List the names of the individuals in attendance, company name and title.

Location & Business Purpose: List the location and name of the restaurant and the business purpose (what & why) for the meal.

Amount: This field is automatically totaled and the amount automatically fills in the total entertainment & business box.

Account Distribution: List the expenses (summarized) by the 8-digit program number and 4-digit object code (s). Do not list the expense total on one line if there is more than one program number or object code. The distribution lines will automatically total on the Gross Expenses line. The Gross Expenses must equal the Gross Total. If the two do not agree a warning message will appear. Do not print out the form with the warning message on it and send it to accounts payable. The form will be considered incomplete and will be sent back to the department.

Cash Advance: List any cash advance that was requested and associated with the expenses on the report. The amount listed will automatically deduct from the Gross Expenses and fill in the Net Expenses total. If there is no cash advance involved, the Gross Expense total will be the Net Expense total. Be sure to turn in any excess funds to Student Accounts and attach the receipt to the Expense Reimbursement Request Form.

Print out the completed expense report. Attach the necessary receipts and mileage logs (when used) to the form. Sign the Reimbursement Request, get the proper authorized signature for approval and send the completed form to Accounts Payable.

Processing/Timelines

All accurately completed and signed Reimbursement Requests must be received in the Accounts Payable department by 12 noon on Fridays for checks to be ready the following Friday. The date that the Expense Reimbursement Request is received in Accounts Payable properly completed is the date that is used for the processing time line of in by Friday at noon out the following Friday.

Adherence to the above guidelines will enable individuals to be reimbursed in a timely manner. All incomplete and inaccurate forms will be returned to the department for corrections and resubmission. If you have questions regarding completing the form you can contact anyone in Accounts Payable at extensions 4116, 4111 or 4112.

If you have problems with printing the form or the form totaling correctly you need to contact the OIT help desk at extension 4130.