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