Spreadsheet: 04f52f60-5acf-4901-936a-ee08f20da377
Sheet: Sheet1

Unnamed: 0 | TRAVEL & BUSINESS EXPENSE REPORT INSTRUCTIONS | Unnamed: 2 | Unnamed: 3 | Unnamed: 4
 | Columbia University in the City of New York
 | Accounts Payable
 | SECTION 1: |  | TRAVEL OR BUSINESS    The Travel & Business Expense Report has two uses:
 |  |  | 1) Travel Expense reimbursements per trip
 |  |  |  | A trip may consist of multiple destinations and is defined by leaving, and then returning to NYC (tri-state area).  An overnight or extended stay is often involved.
 |  |  |  | All expenses associated with one trip are reported and tracked by the last date of expense or return date to NYC (called Travel End Date).
 |  |  |  | Expenses from one trip may be reported on multiple Expense Reports so long as the reports each share the same invoice number (based on the return to NYC date).
 |  |  | 2) Business Expense reimbursements submitted on a regular basis (i.e., bi-monthly)
 |  |  |  | Business Expenses are expenses incurred locally/on campus during the normal course of business, including local transportation, meals, or emergency supply purchases.
 |  |  |  | These expenses are reported for a period of time and tracked by the last date of expense being reported (called Period End Date).
 | Steps | 1 | Select one box: Travel Expenses or Business Expenses depending upon the type of expenses being reimbursed (see above).
 |  | 2 | Enter the date of the earliest expense or First Date of Expense
 |  | 3 | Enter the last date of expense based on the travel return date (Travel End Date) or date of last job related Business Expense (Period End Date).
 | SECTION 2: |  | PAYEE INFORMATION
 | Steps | 4 | Enter the Employee (Payee) Name
 |  | 5 | Enter the Payee's Home Address (P.O. boxes, campus, office or temporary addresses are not allowed).
 |  | 6 | Check the address change box to indicate that the Dept. Processor must contact [NAME] with new address information via the Vendor Request web form.
 | SECTION 3: |  | CERTIFICATION & COMPLIANCE
 | Each expense must conform to University policy, Departmental policy and the rules of the IRS, Federal Government or any Granting Agency.
 | Steps | 7 | The employee must sign and date the report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.
 |  | 8 | Enter the Expense Report Validator's Name
 |  | 9 | The Expense Report Validator must sign and date the Report, certifying the legitimate, reasonable and necessary business nature of all expenses being reimbursed.
 |  | 10 | Enter the Dept. Name / Dept. Number
 |  | 11 | Enter the Dept. Contact Name and Phone Number
 | SECTION 4: |  | OTHER INFORMATION
 | Steps | 12 | For Travel: enter a Travel Advance (T) Number if the payee received an advance (all Travel Advances must be reconciled on an Expense Report showing the necessary expenses for which the advance was used).
 |  | 13 | For Travel: enter the main Departure and [NAME]
 |  | 14 | Use the Personal Vehicle Mileage section to calculate personal vehicle mileage reimbursement amounts (the University does not reimburse for gas on private vehicle usage because it is included in the Federal Mileage Reimbursement Rate).
 | SECTION 5: |  | BUSINESS PURPOSES & ITEMIZED EXPENSES
 | Steps | 15 | Enter the Overall Business Reason for incurring either Travel or Business expenses on behalf of the University (please be specific).
 |  | 16 | Enter itemized expenses (organized by date).  Describe each expense in detail and include the circumstances (Business Reasons) that demonstrate why the expense was necessary and reasonable in order to conduct University business.  Use the following abbreviations (B) Breakfast (L) Lunch (D) Dinner (BusM) Business Meal.
 |  | 17 | Segregate all "unallowable" expenses to Column B including: all amounts spent on alcohol and amounts above any threshold limit placed on meals, lodging, flight class, etc..
 | SECTION 6: |  | ACCOUNTING
 | Steps | 18 | Enter any pre-paid amounts or travel advance amounts in the bottom right-hand tally section.
 |  | 19 | The Dept. Processor will enter each ARC chart field value to be charged (using the 66310-66499 Account chartfield series for segregated expenses).  The Dept. Processor will make sure that the chart field distribution totals match the total amount being reimbursed (these two totals must also match each other on the ARC Voucher).
 | SECTION 7: |  | OPTIONAL WORKSHEETS
 | Steps | 20 | Use the Extra Page for more itemized expense entries
 |  | 21 | Use the optional Average Rate Currency Conversion Worksheet to convert foreign amounts into U.S. dollars using an average rate of exchange.
 |  | 22 | Use the optional Daily Rate Currency Conversion Worksheet to convert foreign amounts into U.S. dollars using an actual rate for each line item expense .
 | SECTION 8: |  | FINAL STEPS
 | Steps | 23 | Save and print the report (print entire workbook if used).  The report and worksheets should print one per page.   If the workbook is not printing one per page, go to: File>Page Setup> and select "Fit to 1 page(s) wide by 1 tall" (you may need to select this option for each page depending on your system preferences).
 |  | 24 | Attach all supporting documentation including event flyers, flight information, all itemized hotel bills and receipts taped to 81/2 x 11 sized paper.
 |  | 25 | Copy the report and all receipts to keep a record on file.
 |  | 26 | The Dept. Processor enters the voucher into ARC and receives department approval through ARC.
 |  | 27 | The Dept. Processor writes the approved Voucher Number on each page of the report and the Date Received by the Department.
 |  | 28 | The Dept. Processor submits the report and all supporting documentation via the Procurement EDM process.
 |  | 29 | Accounts Payable will contact the Dept through email if there is any missing information needed to complete the expense report.
 |  | 30 | Accounts Payable works with the Dept. by double checking expenditures and providing guidance on policy matters relating to University payments.
 |  | 31 | Accounts Payable reviews and approves the voucher and issues payment.