Expense Report Instructions

Travel Policy and Procedures are detailed in the Business Services Manual. On the online Expense Report form, all Net Expenditure fields, Total Expense, and Net/Excess Expense fields are calculated automatically for you.

Purpose: The Expense Report is used to document travel and miscellaneous expenses for reimbursement.

Section I: Document transportation expenses by date of travel. For auto mileage, enter the number of miles traveled and the computer will calculate the total mileage charge based on the current reimbursement rate.

Section II: List lodging and meal expense by date of travel.

Section III: If cost of meals in Section II include additional person(s) list names here.

Section IV: List telephone and other expenses. If reimbursement is not for travel but for reimbursement of work related purchase, describe item here and enter amount.

Total Expense (A): Total of all expenses.

Travel Advance (B): If a cash advance was received, indicate amount here, as a POSITIVE number.

Net Expense (A-B): Total expense less travel advance.

Excess Advance (B-A): If Total Advance (B) is greater than Total Expense (A), list amount of excess advance and attach a check (payable to WPI) for the excess amount to be returned to WPI.

Assign FOAPAL: List fund, organization and account codes to charge expense. Total expense can be assigned to multiple FOAPAL's. Enter travel advance amount (as a negative number) next to 11001.1441 (travel advance fund/account).

Required Authorizations: Signature of payee and payee's supervisor is required.

Receipts: Attach receipts to expense report.

Foreign Currency Translation: Translate the expense on each receipt from the foreign currency to US Dollars (USD) using this Travelers Currency Cheat Sheet. Record the expense in USD on the expense report. Exchange rate will be verified in the Business Office.

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Last modified: Oct 27, 2002, 16:47 EST