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Expense Reimbursement Document "ERD" Guidelines

These guidelines are to assist agencies in reviewing ERD's

  • The Employee name, Address Book number and Title should be entered
  • The Headquarter City should be filled out
  • Explanation should include:
    • The purpose for the expense
    • Where traveling from and traveling to
    • The reason if the most direct route is not used
  • Start and Stop times should be entered for each trip
  • Check mileage to make sure that it is correct (Example: mapquest.com)
    • Should put down the correct mileage rate for the year of the expense
  • If attending an out-of-state conference, attach travel authorization
  • If conference is attended, the agenda needs to be attached:
    • Check the agenda for dates, times, location and if meals are included
    • Reimbursement for meals included with the cost of the conference fee may not be made unless the employee has documented a valid exception. (example: allergic to the food; meal does not meet dietary restrictions)
  • For Lodging there needs to be a detailed receipt which should identify:
    • Government rate applied
    • Food (including room service) should be accounted for separately on the ERD
    • If stay is Direct billed, it is not allowed as reimbursement but DB should still be indicated on form
    • No movie charges allowed
    • No alcohol charges allowed
  • For meals determine if there needs to be a detailed receipt:
    • Receipts are required unless under $5.00
    • Times of travel should be checked to make sure meal reimbursement is allowed
    • Check agency policies for maximum amount to be reimbursed
  • Miscellaneous expenses such as Taxi, Parking, or vending machine food do not require receipts unless required by Agency policy
  • Always use item coding:
    • Phone calls should be coded to communication expense
    • Airline tickets should be coded to commercial transportation
  • State Accounting does not require receipts for meals under $5.00 or miscellaneous expenses
  • Agencies can require miscellaneous receipts by agency policy
  • Amounts on the ERD should match any receipts
  • ERD should be signed by an authorized person
  • The employee who is requesting reimbursement should not enter, approve, pre-audit, or post their own ERD
  • If Personal Vehicle Mileage, document needs to be signed by the appropriate person
  • Expense Reimbursement Documents should be completed in a timely manner