Printed on: 01/20/2021. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

Applying for Expense Reimbursement in the Enterprise Financial System (EFS)
Administrative Procedure
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
- Retain detailed itemized receipts for expenses. Receipts must be detailed supplier receipts rather than general payment card transaction slips.
- While in travel status, only expenses of $25 or more, excluding meals claimed as per diem, require receipts.
- Prepare an Employee Expense Worksheet (UM1612) within 60 days of the expense date or trip return date.
- Sign the worksheet.
- Obtain Authorized Signature (normally the authorized signer is one level senior to the employee).
- Attach receipts and other support documentation to the worksheet and forward to the preparer for processing.
Processing an Expense Reimbursement - Preparer
- Receive the Employee Expense Worksheet and receipts.
- Verify that the expenses meet University (and/or applicable sponsored fund) policy and procedures.
- Ensure that receipts are included as required. Ask the employee for any missing receipts.
- 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.
- Review for completeness and appropriate signatures (see Transaction Justification and Documentation job aid).
- Enter the Employee Expense Worksheet's details and attach supporting documentation into the financial system.
To Report Expenses as Taxable Income
- Complete the Taxable Benefit / Expense Reimbursement Reporting Form(UM 1865, excel) detailing the taxable income. Be sure to include all requested information.
- E-mail the form to to payforms@umn.edu
- Copy department/unit personnel as needed.
Processing an Expense Reimbursement - Approver
- Review the Employee Expense Worksheet to verify that the request meets University policy and procedures.
- If inadequate substantiation exists for any expense item:
- The approver must request the appropriate substantiation for the items in question.
- The approver will deny any unsubstantiated expense reimbursement if the appropriate substantiation has not been received.
- The approver may choose to deny any reimbursement request not submitted within the established timeline.
- If inadequate substantiation exists for any expense item:
- Once the Employee Expense Worksheet and attached information is appropriate, approve the transaction.
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