Employee Reimbursements Tutorial

If a travel advance is necessary for an employee, you must submit a Disbursement Voucher with a Cash Advance/Payroll Authorization form attached. Please click here for more information.

To clear an advance, the traveler must enter the gross expenses in the Employee Reimbursement System in AccessPlus. No special entry is needed to clear the advance. When the reimbursement procedure is run on Wednesday and Friday nights, our system checks the Accounts Receivable balances of all employees for any outstanding advances. The amount of any outstanding advance will be deducted from the reimbursement before the net amount is deposited. (The deduction does not consider the due date of the travel advance.) The e-mail sent to the employee will reflect the net amount of the reimbursement and will mention that an amount has been deducted for the travel advance.

If the expenses submitted are not enough to clear the advance, the employee must make a payment to his/her Accounts Receivable account, using the address on the Accounts Receivable statement. The payment should not be made via a KFS Cash Receipt. Please do not send cash through Campus Mail, and do not send any payments to the Accounting Office.

This page was last updated on February 16, 2016.

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