Employee Reimbursements Tutorial

(Thanks to the people above who agreed to let us use an actual example with their names on it.)

The routing path only displays what happened after the Authorization or Reimbursement was put into routing by the Verifier clicking the Route button on the Route Authorization or Route Reimbursement screen in the Employee Reimbursement System. The routing path does not reflect who entered the reimbursement or when the employee confirmed expenses.

The Name and Action Allowed columns display the expected routing path. The Action Taken and Action Taken By columns display the persons who actually took action. If the text is in red, it means that this person is the next person who must act.

The approvers and proxies are determined by the departments, as they completed the Employee Reimbursement System Routing Forms. A separate routing form must be completed for each department code.

Carol Elsberry was the person who had the Verifier role and routed the confirmed reimbursement for approval. If Carol also had been the approver for her department, she would have routed and approved in a single step.

The Authorization or Reimbursement will route first to the employee’s Vacation/Sick Leave (VSL) department, and then successively to the other funding departments. In this particular case, the sole funding source was outside the employee’s VSL department. However, even if the VSL department was also funding the trip, the VSL department would approve only once.

The employee’s VSL home was 01580, which would have been visible from the Employee Reimbursement record. The designated Approver for department code 01580 was Janice Berhow. Both Janice Berhow and her proxy would simultaneously receive an e-mail after Carol Elsberry put the reimbursement into routing. However, the approval step actually was performed by her proxy Janice Meyer. Once Janice Meyer had approved, Janice Berhow would no longer be able to approve, as it can only be approved once by each department code.

The other funding source was associated with department code 40750, which is outside the employee’s VSL home. Unlike the department code for the VSL home, the funding source’s department code is not displayed in the Employee Reimbursement System. Department code 40750 has Sally Medford as the Approver. Sally Medford approved the reimbursement, although Sally will not be notified by e-mail that there is something to approve until Janice Berhow (or her proxy Janice Meyer) approves.

After the last approver has approved, the reimbursement goes into the reimbursement queue. Reimbursements are released on Wednesday and Friday nights, and the employee will be informed by e-mail on Wednesday or Friday night that the reimbursement will be in their bank account two business days later. (If the employee still receives a payroll check instead of a direct deposit, s/he will receive a check for travel as well.) Employees are notified by e-mail on Wednesday or Friday nights that their reimbursements are being sent to their bank accounts.

The Accounting Office audits selected reimbursements, although this does not delay the reimbursement process. If your reimbursement is selected for audit, you will receive an e-mail prompting you to fax the relevant receipts to 294-1877.

The audit message will be sent to the Designated Verifier/Faxer 1 listed on the Employee Reimbursement System routing form for the department code of the first funding source used. This may be a different department than the VSL department of the employee.

(Exception: If the Designated Verifier/Faxer 2 was the person who entered or routed the reimbursement, the Designated Verifier/Faxer 2 will get the e-mail instead of Designated Verifier/Faxer 1.)

(Exception: ISU Extension employees with Vacation/Sick Leave homes of 30312 through 30317 will have audit selection e-mails sent to the approver for the department codes of their Vacation/Sick Leave homes, rather than the Designated Verifier/Faxers of the funding source.)

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