Employee Reimbursements Tutorial

All employees have access to the Employee Reimbursement System and are able to enter their own travel or non-travel reimbursements if they choose. The routing path will be slightly different, depending on who enters the reimbursement.

Employee Enters the Reimbursement:
After entering expenses and allocating them between fund accounts, the employee is prompted immediately to go to Rmbrs Req/Unroute (or to Confirm / Unroute NT for non-travel reimbursements) to confirm the amount of expenses submitted. After the employee confirms, an e-mail is sent to the persons listed on the bottom on the Employee Reimbursement System Routing form as designated verifier/senders, prompting them to log in to AccessPlus, review the expenses, and route them for approval.

[Exception: Prior to May 1, 2009, if the employee entering his/her own expenses had the role of approver, proxy, or originator (verifier), s/he was prompted to confirm and route. However, on or after May 1, 2009, expenses cannot be routed unless the PDF file of required receipts is attached. As the traveler is not allowed to attach his/her own receipts, and the reimbursement cannot be routed without the PDF file being attached, these employees will no longer be able to route. The designated verifier/senders listed at the bottom of the department's routing form will be notified by e-mail after the traveler has confirmed.]

Originator (Verifier) Enters the Reimbursement on Behalf of the Employee:
After the originator (verifier) enters the expenses on behalf of the employee, allocates them between fund accounts, and attaches the PDF file of required receipts, the originator (verifier) goes to Route Trvl Rmbrs (for travel reimbursements) or Route Non-Trvl Rmbrs (for non-travel reimbursements) to click Route. The system sends an e-mail to the employee, requesting the employee to log in and confirm expenses. After the employee confirms expenses, an e-mail will be sent to the originator (verifier) and the first person listed at the bottom of the Employee Reimbursement System Routing form as a designated verifier/sender. (The sender is included in the message in case the originator (verifier) is out of the office.) The e-mail will prompt them to again go to Route Reimbursement to click Route. Only then is the Reimbursement routed to the approver and proxies for approval.

Reimbursements are routed first to the designated approvers (and proxies) for the department code associated with the employee's Vacation/Sick Leave home and then sequentially to the approvers (and proxies) of the fund account number(s) used. Any persons with a For Information Only role will be informed after the last approver has approved. The For Information Only person will not delay the approval if s/he fails to act. However, s/he can reject the Reimbursement if needed.

The approvers and proxies will receive simultaneous e-mails informing them of an Authorization or Reimbursement that needs approval. (However, if multiple departments are approving, the first department must approve before the others will be notified.) Although the Authorization or Reimbursement was created in the Employee Reimbursement System, the approval takes place in E-Forms Approval. These are separate systems in AccessPlus.

If the designated approver for the department originated the Authorization or Reimbursement, and the Vacation/Sick Leave home and the fund account are in the same department, no e-mail is sent, as no further approval is required. However, if an Authorization or Reimbursement was originated by anyone other than the designated approver, or if another department is involved by the Vacation /Sick Leave home or fund account, an e-mail will be sent to the all approvers and proxies involved.

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