Opt-in Only Service Details

Reimbursements & PCard expense reconciliation are currently available for those units, colleges, and schools who have already opted in to this service. If you have any questions regarding this service, please contact your unit’s SMQ representative at [email protected].

Employee Reimbursements

University employees that need to be reimbursed for work-related expenses can submit using our eForm for the reimbursement. Please include any receipts, the business purpose, and the ShortCode(s). Employees can request reimbursement themselves, or on behalf of other employees.

To help ensure the reimbursement is processed in a timely manner, we have provided this checklist for you to have on hand as you fill out the eForm. Processing may be delayed without this important information.

• Attach receipts and any related documentation. NOTE: Receipt dates, amounts, names, and locations must be visible and legible, and must show proof of payment.
• If receipts are not in English, please include clarifying information.
• Include the business purpose and ShortCode.
• Include a per diem request, if desired (meal receipts are not necessary.)
• For hosting reimbursements (most food purchases), please include attendee list.

Once a reimbursement report in Chrome River is complete, we will send an email notifying the employee that the report is ready for review and submission. After reviewing the report, the employee submits it for approval. If you are new to expense reports, you might find How to submit a Chrome River Report helpful.

PCard Reconciliation

University employees that need to reconcile work-related expenses through the use of a PCard can submit using our eForm. Please include any receipts, the business purpose, and the ShortCode(s). Employees can submit requests for themselves, or on behalf of other employees.

To help ensure the reconciliation is processed in a timely manner, please use the checklist below prior to submitting the eForm. Processing may be delayed without this important information.

• Attach receipts and any related documentation (NOTE: Receipt dates, amounts, names, and locations must be visible and legible, and must show proof of payment.
• If receipts are not in English, please include clarifying information.
• Include the business purpose and ShortCode.

PCard reports are prepared on a monthly basis, and expenses can be added to a report throughout the month. To ensure reports are completed, receipt submission cutoff dates are based on department. Email notifications to submit PCard reports are sent out after the cutoff date. At that time, the employee should review and submit their report for approval.

Expense Report Corrections 

The SSC – FIN – Report Corrections Request  should be used to assist approvers who do not have access to a TeamDynamix ticket to:

• Request report corrections
• Request changes/updates
• Ask questions about the report

Please note that the eForm is not intended for the following uses:

• New report requests
• Those who already have TeamDynamix ticket access (all report requests/questions should go through the existing TDx ticket)

Late Reimbursement Additional Pay Process

As of February 15, 2024, any out-of-pocket expenses that are submitted for reimbursement more than 45 days after the transaction date or end date of the trip, will be treated as taxable income. This only applies to expenses paid for with a personal payment method and does not apply to PCard, Travel Card, or CTA transactions. Please review the Procurement Communications regarding this change here for additional information and policy.

In the event of an aging transaction, the SSC will reach out to employee with three options:

1. Forfeit their Reimbursement. T&E will close the ticket and no further action is needed.
2. Request an exception from the Tax department. If an exception is granted, the employee will send the approved exception form to T&E. T&E will process the request in Chrome River.
3. Request a taxable reimbursement which will be processed through Payroll.
   • You will be asked to provide the following information:

• Shortcode
• Business Purpose
• Amount requested for reimbursement
• Expense Report Approver

If a taxable reimbursement is requested, T&E will provide the supporting documentation to the expense report approver to obtain finance approval for the expenses.

• The approver will be asked to verify the following to approve the transaction:

• Business Purpose for Expense(s)
• Shortcode(s)
• Total Reimbursement Amount
  • Total of receipts
  • Total of per diem if applicable
  • Total of mileage if applicable

• If the approver replies with their approval, the SSC will initiate the additional pay request on their behalf, including supporting documentation and approvals. SSC HR will complete the additional pay process and route it to the appropriate approvers in each school or unit.

This is an optional service to initiate the additional pay process. If your school or unit would like to opt-out please send your request to [email protected] or speak with your SSC Customer Relationship Manager (CRM).