Applying for Expense Reimbursement

The University will reimburse allowable business-related expenses up to limits defined in this policy.

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 Employee Expense Worksheet (UM1612) 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 Employee Expense Worksheet 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 job aid).
3. Enter the Employee Expense Worksheet's details and attach supporting documentation into the financial system.

To report expenses as taxable income:

1. Send an email to Payroll Services at payroll@umn.edu. Copy department/unit personnel as needed.
2. Subject line of email: Taxable Reimbursement - ER #XXXXXXX
3. Text of email must contain the following:
   1. Employee Name
   2. Employee ID
   3. Dollar amount to record as taxable income
   4. Description of charge
   5. Reason/justification for reporting as taxable income
4. A PDF of the approved reimbursement must also be attached to the email.

Processing an Expense Reimbursement - Approver

1. Review the Employee Expense Worksheet 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 Employee Expense Worksheet and attached information is appropriate, approve the transaction.