As a University approver you should familiarize yourself with financial policies, located here. It is the responsibility of the GEMS Approver to thoroughly review the following elements of expense reports prior to approving:
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Transactions that are $75 or more, all meals charged to a grant, and all hotels have a valid, legible receipt attached to the expense report |
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All transactions have a purchase description/business purpose regardless of amount |
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Non-reimbursable personal expenses that are included on the report have been itemized and marked as such |
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Transactions are allocated to the appropriate account |
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Out-of-pocket reimbursements do not exceed $500 per transaction (see Policy 1201). |
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If there are any details that are not in compliance with University standards, review comments for any additional information on why the expense is considered a University Expenditure.
Upon further review of the report, if there are reasons you are approving an expense that would not normally be approved, click comments to add a reason for the approval |
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There are not more than 40 transactions per report. |
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Reports should be created and submitted month-to-month. |
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Business meals include a complete list of attendees including their full names and business affiliation. Groups of ten or more may list the group name, i.e. Help Desk Team Lunch |
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Business purpose is descriptive |
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Meals on the first and last day have been discounted by 25% |
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Per diem expense does not exceed the government rate (see GSA site for more information) |
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Dates and destination are aligned with travel event |
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Line items other than the room rate and tax are itemized (marked as personal if applicable) |
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Car rental class reads "economy"; all other rental classes require a comment and letter of approval |
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Domestic: does not include collision damage waiver insurance (this is considered a personal expense) |
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International: can include collision damage waiver insurance |
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Gift expenses are University related and comply with policy Policy 1206 – Gifts to Other Not-for-Profit and Charitable Organizations Policy 1211 – Gifts Based on University/Employee Relationships Policy 1212 – Gifts to Non-Employees Policy 1217 – Donor and Volunteer Gift Policy |
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All premium (business and first class) airfare expenses require a written approval from a Dean, a Vice President or Provost |