Employee Reimbursement Instructions

Following are instructions on how to prepare an Employee Reimbursement (ER). ER’s must be filed within ten business days after the date of completion of the trip or the date on which the expenses were incurred. All Fields listed are REQUIRED fields. If these fields are not filled out the form will be returned to your mailbox for completion. The problem area will be highlighted. See attached sample form. An electronic version of the form is available at: http://www.yale.edu/ppdev/forms/quickforms.html. You can download the excel version. It is a fillable form. (PDF forms are available but are not typeable.) If you hand write the information please write legibly.

1. Pay To (Employee Name): Fill in your name here
    
2. Special Handling: If you wish to have the check mailed to your home do nothing here (if taking this option we recommend you have us check to be sure your current address is in the system. Otherwise check Hold for Pickup (Return to dept. gets your check put in campus mail which could delay its arrival).
    
3. Business Purpose/Explanation of Business Meals/List of Attendees: Enter business purpose of expenses. For business meals, also list all attendees and state their business relationship to Yale. Attach a separate sheet if necessary. If the attendee names are not included the form will not be processed.
    
4. Preparer Name/Email/Phone/Dept.: – LEAVE BLANK – office staff will sign when reviewing form.
    
5. Date: Fill in the date using the standard Yale Format: DD-MON-YYYY. A two digit day, a three letter month and a four digit year. (Example: May 2nd, 2003 is written – 02-MAY-2003). The date on the form should be the day you bring it to the office.
    
6. ER#: This is a Transaction Control Number (TCN), a unique identifier which allows us to track each purchase requisition. To obtain a TCN go to https://www-iisp1.its.yale.edu/tcn At this location you will see two columns of form types – select the radio button next to Employee Reimbursement - select submit. Put the generated # onto the form. REMEMBER: Use the number only once.
    
7. Employee SSN: Your Social Security Number goes here.
    
8. Travel Dates – From/To: If Expenses involve travel enter the start and end dates of the trip.
    
9. Expense Date/Item Description: Itemize expenses for which reimbursement is requested. For non-travel items enter the expense date. Do not list airfare if it was direct-billed to the University.
   
   AIR/RAIL: Enter dates and origin/destination. Please submit your original receipt for your air/rail travel.
   LODGING: Enter hotel name, nightly rate and number of nights, include original paid receipt.
   MILEAGE: Enter number of miles and multiply by current mileage rate – see www.yale.edu/ppdev/Guides/bluepages.html
   MEALS: Enter actual expenses or federal per diem meals and incidental expenses (M&IE) rate for the location, enter number of days of trip (prorate partial days) and multiply to get total. Itemize alcoholic beverages separately.
   ALL OTHER EXPENSES: Indicate specific expense and include original receipts.
    
10. Project/Task/Award/Organization: This is your PTAEO. As you see the number written the values are separated by a period (example – 7855631.1.D00359.820100.648002). Each segment gets its own space on the form – PLEASE leave the Expenditure type space blank.
     
11. Total Amount: The amount of the individual or group of receipts. If currency conversion is necessary please allow office to calculate amounts.
     
12. Advance Amount/TEAR: If you have an outstanding advance, enter the outstanding amount and the TEAR (Travel Expense/Advance Request) number in the spaces provided.
     
13. Balance Due Individual/Refund Due Yale: If there is no outstanding advance, enter the amount owed to you on the balance due individual line. If there is an outstanding advance as entered in 12 above and the advance amount is greater than the total expenses itemized on this ER, enter the amount on the Refund Due Yale line and attach a check payable to Yale University.
     
14. Employee (Payee) Signature: You must sign the form. It is a University requirement.