Expense Report Guide

Transcription

1 UAW-GM CENTER FOR HUMAN RESOURCES Special Assigned Expense Report Guidelines Expense Report Guide ** This document can be found on the CHR Intranet Financial webpage **

2 Contents Chapter Page 1. Introduction 1 2. Section 1 Employee Information 2 3. Section 2 General Expenses 3 4. Section 3 Mileage Expenses 4 5. Section 4 Grand Totals and Sign off 5 6. Sample Expense Report 6 7. Fuel/Oil Expense Report 7 8. Fuel Reimbursement Form 8 9. US Park 9

3 Introduction The Center for Human Resources Expense Report below has been divided into 4 sections. The following chapters explain the procedures to complete each section of the report for submission to the CHR Finance department. Section 1 Employee Information Section 2 General Expenses Section 3 Mileage Expenses Mileage is Non Applicable Section 4 Grand Totals and Sign Off bos/opeiu459aflcio 1

4 Section 1 - Employee Information 1.) Enter Your Name 2.) Enter Your Department or Activity 3.) Enter the Event Name 4.) Enter Your Home or Work Address 5.) Enter the Last Date of Expense. (See Section 2 on page 3). bos/opeiu459aflcio 2

5 Section 2 - General Expenses 1.) Enter travel locations 2.) Enter all air fare on day of departure 3.) Enter transport fee(s) for each day 4.) Enter auto expense(s). Except fuel/oil expense(s). 5.) Enter daily meal expense(s). $46.00 max per day. Return day $20.00 max. * See Below * * * * Last Date of Expense US Park Total See Section 3 Page 4 for Mileage Expense Directions Amounts shown are standard allotments for daily meals. 6.) Enter other expense(s). Fees can include: Luggage, Out-of-Pocket expenses, Pre-Approved Internet, etc. * (Expense Report Reverse Side) These fees must be listed on the reverse side of the expense report in the Remarks area. Receipts MUST be Originals. NO COPIES! Non Applicable * Location: The From and Return To locations are always Detroit. Destination is the city where the event is held. * Taxi, Limo, Bus: Transport costs To and From the airport or required of your visit are valid. Fees such as round trip to dinner, movies, etc. are not. * Auto Expense: Parking, Tolls, Car Rental etc. Car Rental MUST be pre-approved. Detroit Metro Airport parking MUST be US Park (See page. 9). * Room: Hotel receipts MUST be provided and have a zero balance. * Other Expenses: Luggage, pre-approved internet, supplies, registration fees etc. All out-of-pocket expenses MUST have original receipts. Non-Expensable items: Examples of items that are not considered an expense include laundry, mini-bar, gym facilities, pay-per-view movies, etc. bos/opeiu459aflcio 3

6 Section 3 - Mileage Expenses Mileage is not an appropriate expense. Leave this section empty. Attach a separate Fuel/Oil Expense Report instead (See page 7). *** Mileage is not an appropriate expense *** bos/opeiu459aflcio 4

7 Section 4 Grand Totals and Sign off 2.) Enter Your Signature and Signature Date 1.) Enter air fare from day of departure in Section 2 General Expenses (See step 2 on pg. 3) 3.) Approval(s) and Approval Date(s) bos/opeiu459aflcio 5

8 Sample Expense Report Below is an example of a finalized expense report. All sample entries are bolded. bos/opeiu459aflcio 6

9 Fuel/Oil Expense Report The Fuel/Oil Expense Report must be submitted separately from all other expense reports. 1.) Enter Your Name 2.) Enter Your Department or Activity 3.) Enter: Fuel/Oil Expenses for purpose 4.) Enter Your Home or Work Address 5.) Enter the Last Date of Expense 6.) Enter the Fuel/Oil Expense for each day Fuel expenses that exceed $75.00 per week MUST have an attached pre-approved Fuel Reimbursement Form with matching dates (See page 8). Leave this section empty 7.) Enter Your Signature and Signature Date 8.) Approval(s) and Approval Date(s) bos/opeiu459aflcio 7

10 Fuel Reimbursement Form If fuel expenses exceed $75.00 per week attach a pre-approved Fuel Reimbursement Form along with your Fuel/Oil Expense Report (See page 7). 1.) Enter Your Name 2.) Enter Your Division 3.) Enter Travel Location(s) 4.) Enter Date of Visit(s). Dates MUST match days on Fuel/Oil Expense Report. (See Page 7) 5.) Enter Purpose of Visit(s) 6.) Pre-Approval Signature bos/opeiu459aflcio 8

11 US Park Parking for Detroit Metro Airport must be US Park. US PARK 9601 Middlebelt Road Detroit, Michigan Website: Phone: PARK N W E S bos/opeiu459aflcio 9