Purpose

This document outlines the steps to complete the Student Reimbursement Form via the Services Portal.

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Keep in Mind

· Review the UChicago Student Travel and Reimbursements Policy.

· Information Required for Reimbursement:

· Student Name

· Payment Description, Details, and Amount

· Description of business purpose for expenditure being reimbursed.

· Business meal expenditure must include a listing of attendees. Groups of 10 or more may include group name instead of listing attendees.

· Financial Account details funding the reimbursement: Chart of Account (COA) and/or Project Cost Collection Segments (POETAF).

· The Chart of Accounts (COA) is a 10 segment string of numbers used to track income and spending at the University.

· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.

· Only specific Account values can be used for student reimbursement. See the Allowable COA and POETAF Values for Student Reimbursements hyperlink located immediately below the Payment Description field to view a list of allowable values.

· Project Cost Collection Segments (POETAF) are accounting segments used to collect business transaction details for capital projects, individual awards and discretionary funds (IADF), grants, and other internal projects.

· POETAF comprises six specific segments: Project Number, Organization Type, Expenditure Type, Task, Award, and Funding Source.

· Only specific Expenditure Type values can be used for student reimbursement. See the Allowable COA and POETAF Values for Student Reimbursements hyperlink located immediately below the Payment Description field to view a list of allowable values.

· If you are utilizing the Favorites Financial Accounts option in Service Now, you must make sure the financial account type is correct before selecting the COA/POETAF.

· When (1) Financial Account Type, (2) Type of Reimbursement indicated, and (3) submitted supporting documentation do not match, the payment will be canceled.

· A new ticket must be re-submitted with the correct matching information. Tickets cannot be reopened once canceled.

· IMPORTANT: This form does not apply to Laboratory Schools (or other precollegiate) students. Reimbursement for these individuals is done through a Payment Request. See the Create a Payment Request in Oracle Knowledge Base Article for more information.

Steps

1. Login to the Services Portal.

2. Select the HR/Payroll/Benefits tile and then locate the Student Reimbursement Request Form.

3. To access the form, select Request This Service in the top-right corner of the page.

4. The requester’s name and department will appear under the Who is submitting this form? and What is the submitter's organization? fields.

a. If someone should receive notifications of the status of this request, type their name in the textbox under Who should be copied on this request? Otherwise, leave this field blank.

b. If individuals with non UChicago emails should be notified of the status of the request, check the Specify non UChicago emails that should be copied on this request box, and enter the desired non-UChicago email addresses in the corresponding field that appears when the box is checked.

5. Type the student's name in the Student Name field.

a. After selecting the student's name, their Student ID number will appear.

6. Enter Payment Description (this is similar to the memo line of a check). It cannot exceed 100 characters.

7. Under the Financial Accounts with Approvers section, select the Add button to enter the details of the account(s) being charged for the reimbursement.

8. The Add Row screen will display.

a. Enter the Amount being charged to the specific account.

b. Select the Financial Account Type, either COA UC or POETAF. NOTE: Although the form allows the entry of UCMed Accounts, these should not be used, as the form cannot be submitted with such values.

i. NOTE: If the Use a Favorite Financial Account box displays and is checked, then a Favorite Financial Account drop-down menu will appear with a list of any financial accounts that have been saved as a favorite. If the financial account being used is a favorite, select the applicable account from the Favorite Financial Account drop-down menu. To enter a different financial account, uncheck the Use a Favorite Financial Account box and proceed to the next step.

c. If entering a COA UC financial account, fill out the UC COA Entity, UC Organization, UC Account Number, UC Fund, and UC Purpose fields. If needed, check the Additional COA Details box to enter the UC COA Program, UC COA Activity, UC COA Site, UC COA Affiliate, and UC COA Future segments. These values will default to Unspecified if not changed.

i. NOTE: Only certain values can be used for the UC Account Number field; select one of the options from the table below when entering a value for this field. This information is also available directly in the form through the hyperlink labeled Allowable COA and POETAF Values for Student Reimbursements.

Value	Description
72505	Animal Supplies
77360	AV Supplies
74015	Business Meal
74905	Certifications
72905	Computer Supplies
74910	Conferences & Training Reg Fee
76901	Courier & Messenger Services
74000	Food & Beverage
76900	Freight & Shipping
73115	Laboratory Supplies
74915	Membership Dues
73970	Non-Empl Travel- Airfare
73971	Non-Empl Travel- Ground Transp
73972	Non-Empl Travel- Hotel/Lodging
73973	Non-Empl Travel- Meals
73974	Non-Empl Travel- Other
72900	Office & Admin Supplies
74020	Social Event
74900	Subscriptions
73324	Svcs – Subscription Services
73980	Travel Registration

 

d. If entering a POETAF financial account, make sure the Expenditure Item Date is today’s date; otherwise, the request cannot be submitted. Fill out the UC POETAF Project, UC POETAF Expenditure Org, UC POETAF Expenditure Type, UC POETAF Task, UC POETAF Award, and UC POETAF Funding Source fields.

i. NOTE: Only certain values can be used for the UC POETAF Expenditure Type field; select one of the options from the table below when entering a value for this field. This information is also available directly in the form through the hyperlink labeled Allowable COA and POETAF Values for Student Reimbursements.

Value	Description
72505	72505-MAS: Animal Supplies
77360	77360-MAS: AV Supplies
74015	74015-SMG: Business Meal
74905	74905-OGC: Certifications
72905	72905-MAS: Computer Supplies
74910	74910-OGC: Conferences & Training Reg Fee
76901	76901-SER: Courier & Messenger Services
74000	74000-SMG: Food & Beverage
76900	76900-OGC: Freight & Shipping
73115	73115-MAS: Laboratory Supplies
74915	74915-OGC: Membership Dues
73970	73970-TVL: Non-Empl Travel- Airfare
73971	73971-TVL: Non-Empl Travel- Ground Transp
73972	73972-TVL: Non-Empl Travel- Hotel/Lodging
73973	73973-TVL: Non-Empl Travel- Meals
73974	73974-TVL: Non-Empl Travel- Other
72900	72900-MAS: Office & Admin Supplies
74020	74020-SMG: Social Event
74900	74900-OGC: Subscriptions
73324	73324-SER: Svcs – Subscription Services
73980	73980-TVL: Travel Registration

 

e. After the COA/POETAF values are entered, the Approver field will appear. Use the dropdown menu to select the appropriate individual.

f. (Optional) If the financial account being used has not been saved as a favorite, the option to check the Add to Favorite Financial Accounts box is available. Checking this box saves the COA/POETAF combination and requires entry of a Favorite Account Nickname. When COA/POETAF combinations are saved as favorites, it makes data entry easier for future requests, as users will be able to select them from the Favorite Financial Account dropdown referenced under step 8b.

g. After information is added, the Status field near the top of the page must reflect as Valid before selecting Add at the bottom right of the screen. An error message will result upon submission if the Status is Incomplete or Invalid. In this case, review each field for completion and accuracy, and correct any errors. Specific things to check include, but are not limited to:

i. Ensuring the account(s) are active in Oracle.

ii. Verifying that the segments added are a valid data combination in Oracle.

iii. Making sure the Expenditure Item Date is today’s date.

iv. Confirming the UC Account Number and/or UC POETAF Expenditure Type are from the list of available values.

v. See the Chart of Accounts Cross-Validation Rules (as of 7/16/2024) Knowledge Base Article for more information.

h. When the Status indicates Valid, select Add at the bottom right of the screen.

9. Once an account has been entered, use the Pencil icon or the Crossmark icon under the Actions column to edit or delete the row, respectively. To delete all rows, select the Remove All button.

10. To enter additional accounts, repeat step 7 & step 8.

11. In the Payment Details field, provide a reasonable business purpose for the expense being reimbursed.

12. Using the dropdown, answer the question: What type of reimbursement is this?

13. Select Add Attachments in the bottom-right corner of the screen to insert the required documentation. This includes actual receipts or justifications for reimbursement and the Student Certification for Business Related Reimbursement form. If the reimbursement is for a Student Organization, then the Student Certification for Business Related Reimbursement form is NOT required, but receipts are still necessary. Attachments are always required to be able to submit the form.

14. Once all information has been entered, select Submit on the right side of the page.