(for expenses incurred on or after 01/01/2018)
(for expenses incurred on or after 01/01/2017)
Expense Reimbursement Form Information
Used to request reimbursement for out of pocket funds spent on behalf of the University of La Verne or University of La Verne’s various club/organization accounts. Any individual requesting reimbursement must use this form. The form is an interactive form that is located on University of La Verne’s website (under Accounts Payable) and must be completed online.
Expense Reimbursement Form Policy
The University of La Verne’s Expense Reimbursement Request Form must be used. The form must be fully completed online and then printed out, signed by the payee and approved by the Authorized Approver. All University of La Verne Clubs/Organizations reimbursement requests must be approved by an Officer of the Club in addition to the Club/Organization’s Advisor or Student Affairs Representative. An Accounts Payable signature authorization form, showing all approval signatures, 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, showing the approvals and total amounts on one page.
A Travel Authorization Form (TA) may be required (click here for form and instructions). Expenses over 90 days are not reimbursable.
You cannot submit an Expense Reimbursement Request for payment made to an individual/sole proprietor. When paying an individual you will need to submit a check request form or a purchase requisition form. The University of La Verne must issue checks directly to individuals and sole proprietors.
Review the Expense Reimbursement Policy for reimbursable expenses.
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 with the exception of meals. If the receipts for a seminar, membership dues, subscription, etc., do not show the date (s) of the seminar/conference or period covered for dues or subscriptions, you need to attach a form or brochure showing a description and date.
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, you would need to list what type of meeting and the business purpose (why) for the meeting. For mileage reimbursement, you need to list the purpose (what & why) for the mileage and cities of travel (include the starting point and ending point).
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.
Do not request reimbursement for personal use items, such as:
1. Greeting cards or gifts for University of La Verne employees or students (past or present)
2. Departmental celebrations such as birthdays, farewells, bereavements, and/or employee promotions/transfers
3. Kitchen or coffee supplies for the department
4. 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) at extensions 4111 or 4112.
Do not submit handwritten or hand typed expense reimbursement forms.
Do not forget to list the business purpose (what, where & why) of the expense.
Name: Type in the legal name (no nicknames) of the individual being reimbursed.
Payroll or Banner ID: Type in Payroll ID# (University Employees & Student Workers only) others type in 8-digit Banner ID#.
Address: Type in home address.
Dept Name: Type in the department name.
Dept Location: Type in the department’s location (Woody Hall, College of Law, etc.)
Phone/Ext: Enter your phone number and/or extension.
Email: Enter your University of La Verne email address.
Remit By: Please check either U.S. Mail or Intercampus Mail. Accounts Payable mails the checks out directly.
Delivery Comments: Enter any specific delivery comments you would like to request. These will be decided on a case by case basis and are not guaranteed by Accounts Payable. Please contact Accounts Payable at ext. 4111 or 4112 for further information.
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. Fund #: If there is only one Fund number to be used for all of the expenses, you only need to list the 6 digit Fund number once. If there is more than one Fund # then you would list the different Fund numbers to be charged.
Dept. Organization #: If there is only one Org number to be used for all of the expenses, you only need to list the 6 digit Org number once. If there is more than one Org # then you would list the different Org 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 University of La Verne’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 University of La Verne’s website under Accounts Payable.
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 $40.00 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.
Dept. Program #: Enter the 2 digit Program number for your department.
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: Enter the amount spent on Entertainment and Business Meals. It will automatically total in the “Total Entertainment and Business Meals” section below.
Account Distribution Summary: List the expenses (summarized) by the 19 digit GL code (FOAP). Do not list the expense total on one line if there is more than one FOAP to be charged to. Do not list the same FOAP code twice (summarize the totals by each FOAP). 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.
Expense Reimbursement Form Information
Cash Advance: List any cash advance (15000) or prepaid hotel (15014) 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 and Submit Form: 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. For all Clubs/Organizations an Officer’s approval in addition to the Advisor or Student Affairs Representative’s approval is required. The Expense Reimbursement Form (showing totals and approvals on the same page) must be submitted on letter size paper. The form can be submitted in black and white.
If you have problems with printing the completed form on letter size paper or the form totaling correctly you need to contact the Facilities Technology Services help desk at extension 4130.
All properly completed and authorized Expense Reimbursement Requests must be submitted to the Accounts Payable Department. The date that the properly completed Expense Reimbursement Request is received in Accounts Payable is the date that is used as the submission date. Expense Reimbursement Forms need to be received in Accounts Payable by noon on Friday to have a check 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 Department at extensions 4116, 4111 or 4112.