Applying for Expense Reimbursement in the Enterprise Financial System (EFS)

The University will reimburse allowable business-related expenses up to limits defined in this policy. See also: Applying for Expense Reimbursement in Chrome River.

Submitting an Expense Reimbursement - Employee

1. Retain detailed itemized receipts for expenses. Receipts must be detailed supplier receipts rather than general payment card transaction slips.
   1. While in travel status, only expenses of $25 or more, excluding meals claimed as per diem, require receipts.
2. Prepare an Reimbursement Request (DOCX) (UM 1911) within 60 days of the expense date or trip return date.
3. Sign the worksheet.
4. Obtain Authorized Signature (normally the authorized signer is one level senior to the employee).
5. Attach receipts and other support documentation to the worksheet and forward to the preparer for processing.

Processing an Expense Reimbursement - Preparer

1. Receive the Reimbursement Request and receipts.
2. Verify that the expenses meet University (and/or applicable sponsored fund) policy and procedures.
   1. Ensure that receipts are included as required. Ask the employee for any missing receipts.
   2. If any rates claimed for applicable charges (hotel, mileage, per diem, etc.) exceed the University limits, contact the employee, and inform employee of any adjustments made to the total reimbursement.
   3. Review for completeness and appropriate signatures (see  Transaction Justification and Documentation (PDF) job aid).
3. Enter the Reimbursement Request's details and attach supporting documentation into the financial system.

To Report Expenses as Taxable Income

1. Complete the Taxable Benefit / Expense Reimbursement Reporting Form(UM 1865, excel) detailing the taxable income.  Be sure to include all requested information.
2. E-mail the form to to [email protected]
3. Copy department/unit personnel as needed.

Processing an Expense Reimbursement - Approver

1. Review the Reimbursement Request to verify that the request meets University policy and procedures.
   1. If inadequate substantiation exists for any expense item:
      1. The approver must request the appropriate substantiation for the items in question. 
      2. The approver will deny any unsubstantiated expense reimbursement if the appropriate substantiation has not been received.
   2. The approver may choose to deny any reimbursement request not submitted within the established timeline.
2. Once the Reimbursement Request and attached information is appropriate, approve the transaction.