Hello e-Reimbursement Division Coordinators:

Our goal is to minimize the number of send backs that occur within e-Reimbursement. While there may be situations where a send back is the most appropriate action for an Approver or Auditor to take, we want to make sure that when an expense report is sent back to a Traveler for modification, it is done out of necessity. Listed below are the most common reasons that Approvers and Auditors are sending expense reports back to the Traveler, as well as our recommended alternative. Please distribute to all of the Approvers and Auditors within your Division.

Thanks,

Stefanie and Meghann

e-Reimbursement Specialists

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Known reasons for sending expense reports back to the Traveler and suggestions to minimize them:

  • Pre-Paid Items: Receipts for pre-paid items do not need to be in the expense report receipt packet. Since these expenses have already by paid using an alternative payment mechanism (e.g. the purchasing card), the receipts should stay with that payment mechanism.
  • Non-Reimbursable Items or Changing Dollar Amounts: Mark items non-reimbursable using the provided check box or use the receipt split function to change an amount allowed instead of sending it back to have the expense line removed by the Traveler.
  • Account Codes: Travelers and Alternates do not have access to change account codes; this is the responsibility of the Approver and/or Auditor.
  • Billing Types: If the Billing Type selected is incorrect, change the account code to represent the correct Billing Type. For instance, if the Traveler selected in-state for an airfare charge, change the account code on the expense line to the out-of-state account code.
  • Splitting Expense Lines: Use the Receipt Split function to divide a single expense line into multiple expense lines. For instance, a Traveler enters their lodging, internet and parking at the hotel on one line; you can use the Receipt Split to break the single expense line into 3 lines with the correct expense type. See:
  • Attendees Lists: Attendees not in the “Add Additional Attendees link” – as long as you have the names of attendees in the receipt packet, just note that within the expense line. Note: if Foundation funds are being used for this expense, please email a copy of the attendees list to Meghann at .
  • Incorrect Funding: Approvers and Auditors make the appropriate changes to the funding string. If you need to discuss this with the Traveler or Approver, it can be done via email.
  • Receipts Not Yet Received: Approvers must have the receipts prior to approving the report. If your Traveler/Alternate neglected to provide them, please send an email with the request and note this in the expense report.