Accounts Payable --- Report of Business Expense
PURPOSE
The Report of Business Expense is to be used by faculty and staff to request reimbursement for business expenses incurred by them on behalf of the University.
For travel expenses incurred from January - June 2008, use the RBE-2008 form. For travel expenses effective July 1, 2008, use the RBE-2008a form. For travel expenses effective January 1, 2009, use the RBE-2009 form.
INSTRUCTIONS FOR COMPLETING REPORT OF BUSINESS EXPENSE FORM
Please complete the following required fields:
- General Information Section
- Name
- Enter Last four digits of your Social Security Number
- Business Expense #: (use two digits for month, day and year; this number will be used as the invoice number for this report
- Business Purpose: (i.e. professional conference)
- Department
- In the row where the days of the week are listed, please list the dates of travel.
- Complete the main body of the expense report as follows:
- Line 1 – List the from and to cities
- Line 2 – Use if you have multiple destination points on the same day
- Line 3 – Enter the number of personal auto miles driven
- Line 4 - Current standard IRS Rate Mileage Reimbursement. This will then automatically calculate the correct mileage reimbursement.
- Line 5 – Cost of airfare or other transportation and include receipts.
- Line 6 - Local transportation - cab/limo, bus, etc. - include receipts
- Line 7 - Parking and tolls - include receipts
- Line 8 - Lodging, hotel, and motel - include receipts and show breakdown per day. Please do not include personal charges such as in-room movies and games or mini-bar charges as these are not reimbursable by the University. Personal calls home should be limited to one per day and call cards should be used to keep the cost of calls down.
- Lines 9 - 11 - Personal meals - Include receipts if not using the per diem charge of $45 daily allowance.
- Line 12 – Telecom & Postage - Include amounts not already included on hotel bill such as internet access, fax machine or mailing services.
- Line 13 - Laundry, cleaning - Allowable only when trip's duration is seven or more days.
- Line 14 – 17 - List all miscellaneous items with detailed explanation.
- Line 18 and 18a– These should be completed for all expenses for entertainment, detailing the Who, Where/What and Why. This is required by the IRS.
- Budget Distribution Section
- Enter FOAPAL(S) to be charged
- Total Budget Distributed field will indicate “OK” if all expenses have been allocated or “Error” if the total allocated is greater than or less than total expenses.
- Employee Settlement, Certification and Approval Section:
- Enter the amount of a cash advance, if any, otherwise leave blank
- Sign certification line
- Have your supervisor approve the report
Once form has been completed with all receipts* attached and it has been approved, please forward to Accounts Payable department at 210 Administration Building. Please be sure to keep a copy along with copies of all receipts for your files.
*detail itemized reciepts are required, credit card slip is proof of payment, not a reciept of purchase.
Please refer to the University Policy on Travel, Entertainment and Other Business Expense page for current policies.
