A & F Finance

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Employee Payment Request form FAQ

Version: 2.1

Revision Date: March 24, 2016

Accounting and Fiscal Services is pleased to introduce the new Employee Payment Request form. The new form will be

used for all expense reimbursements including Travel Expense Claim, Travel Advance and Direct Vendor Payment,

Hospitality Expense Claim and all other reimbursements.

Improvements include helpful pop up information that will simplify completion of forms as well as built-in links to other

required forms that assist with meeting compliance requirements. These improvements will enable Accounts Payable to

issue reimbursements without unnecessary delays due to missing documentation.

Questions? Contact Accounts Payable Manager Lana Lewis at x52854.

What should I do if my web browser does not display the form?

This new fillable form includes advanced functionality such as pop up information and calculation that requires extended

support version of the web browser. Three options are available to obtain the form:

Option 1: You can download the form directly to your local disk:

Right click on the form link;

Click on “Save Link As…” to download form;

Open downloaded form with Adobe Reader 9.1 (or higher) or Adobe Acrobat Pro.

Option 2: The form is attached to this FAQ document. Click on the paperclip icon on the left-hand side of this document

to view the “Attachments” section. Double click the attached form to open.

Option 3: You can contact IT help desk to install Firefox ESR if you wish to open and complete the form on your web

browser. Click here for more information of the supporting web browser.

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How do I download the form if I am using a Mac? Option 1: We suggest right click on the form link to save the form, however, right-click on a Mac may not be set up on

trackpad by default. There are two ways to right-click and save the form on your Mac.

Method 1: Press the Control Key Screenshot

Press and hold the Control (Ctrl) key while

you click the mouse button

When the right-click menu appears, select

“Download the Linked File as”.

Method 2: Enable Right-Clcik Screenshot

Click the Apple logo on the top left corner of

Mac and select System Preferences

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Method 2: Enable Right-Clcik (Cont.) Screenshot

Click the Apple logo on the top left corner of

Mac and select System Preferences

Select Trackpad or Mouse depending on

what you are enabling the right click for.

Check “Secondary Click” to enable right

clicking and select your preferred method of

right clicking.

After enabling the right-click, right click on

the form link and select “Download the

Linked File as”.

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Option 2: You can also click directly into the form link and download it from the browser even the form is not displayed

in your broswer. Hover your mouse over to the bottom of the screen and a set icons will appear. Click the fourth

icon and the form will be downloaded automatically to the download folder.

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How do I view the form if I am using a Mac?

Step 1: Download Adobe Reader for Mac from http://www.adobe.com/go/reader_download. (Note: If you do not have

administrative access to download Adobe Reader on a University Mac, please submit an IT ticket to have it installed).

Step 2: Open the downloaded form with Adobe Reader for Mac by right clicking on the downloaded form in your

download folder. (Mac by default uses “Preview” to open pdf file and Preview does not support the advanced

functionality in this fillable form).

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FAQ for General Information Section

When should I select Travel Expense Claim as the payment type?

Select Travel Expense Claim when you have completed

your official preauthorized University travel and are

ready to report your travel expenses and be reimbursed.

You are required to complete a travel expense claim no

matter what the reimbursement is, even when the

amount of reimbursement due you is zero. For example,

the University directly paid all of your travel expenses.

When should I select Travel Advance as the payment type?

Select Travel Advance when you want to be paid in

advance for your estimated out of pocket expenses you

will incur during your travel or for travel expenses, you

have prepaid, such as conference registration fees or

airline tickets. This option should also be used when

you want a check payable to a vendor, such as a hotel or

an airline. Be sure to enter the vendor name in the

“Payee Name” box. If you want multiple vendor checks

or if you want a vendor check and a check payable to

you then you must complete a separate form for each

check.

When should I select Hospitality Expense Claim as the payment type?

Select Hospitality Expense Claim when you are

requesting reimbursement for hospitality expenses you

have incurred.

(1) Hospitality expenses can be for meals, light

refreshments, gifts, recognition events, promotional

items, activities to promote employee morale,

fundraising events, conferences, hosting guests,

entertainment services and recruitment.

(2) The EBxxx funds must NOT be used for the

followings: alcohol, tobacco, entertainment services,

memberships in social organizations, promotional items

for employees, gifts and business meetings for

employees only.

(3) Activities that are not allowable hospitality expenses

for any fund are birthday parties, weddings, get-well,

anniversaries, baby showers and tobacco.

When should I select Other Reimbursement as the payment type?

Select other reimbursement when you are requesting

reimbursement for any expenses other than travel or

hospitality expenses.

What needs to be submitted with payment requests?

All original itemized receipts and back-up

documentation (such as meeting agenda, hotel folio,

flight boarding passes and flight itinerary), must be

included with the payment request. All small receipts

must be taped to an 81/2 x 11 piece of paper. This will

reduce the risk of loss of receipts and unnecessary delays

in receiving your reimbursement

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When and where do I complete the defensive driving training?

If you are claiming for mileage, you must have a current

defensive driving certificate or complete the defensive

driving training prior to travel.

After you input your vehicle license information, a link

to Defensive Driving Training is shown. Click the link

and login to Skillport to complete the training.

The required Skillport defensive driving course name is

“Defensive Driving Fundamentals ID: esh_sah-b21-sh-

enus”.

However, to ensure you are taking the correct defensive

driving course email ann.rivas@csueastbay.edu Ann

Marie Rivas, Workers’ Compensation and Insurance

Coordinator in Risk Management and request that the

defensive driving course be added to your Skillport Plan.

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FAQ for Cost Distribution Section

How do I enter account information?

Click on dropdown menu to choose one of the common

accounts or manually type the correct account if it is not

listed.

Where/Who do I obtain the correct chartfield

information?

If you are unsure of the correct chartfield to use, ask

your supervisor for help. Expenses will only be

processed for reimbursement when they are distributed

to the correct account, fund, Department, Program, Class

and Project.

Why must the total in this section be the same as total amount advanced to or purchased by employee?

The expenses paid directly by the University have

already been expensed to an account, fund, department,

etc. when Accounts Payable paid them. The only

remaining expenses that have not been charged to an

account, fund, department, etc. are the ones that

advanced to or purchased by you.

FAQ for Signatures Section

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Who is my approving authority?

Your approving authority is the administrator (MPP) that

you directly or indirectly report to.

What should I do if I need more than one PI / Departmental Approval / Delegation Authority (DOA)’s signature?

Click “+” or “-“ button to add or subtract rows for

signatures.

Do the certifications vary upon different payment type?

Yes. Certifications are different depending on the

payment type you choose. Please read carefully before

signing the form.

FAQ for “Travel Expense Claim” & “Travel Advance”

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Where can I find information for the travel

reimbursement items I claim?

The most common travel items are summarized at the

end of this form. However, you are responsible for

adhering to the entire CSU travel procedures and policy.

Unless an exception is approved, you will NOT be

reimbursed for expenses that are not allowed under the

policy.

What items should I fill in the “Purchased by

University” table?

All items paid directly by University must be entered in

this table.

What items should I fill in the “Advance to / Purchased by Employee” table?

All items paid directly by the employee including

advances issued in the employees name and used by the

employee to pay for expenses must be entered in this

table.

What amount should in enter in the box

labeled “Less: advance made payable to the

traveler”?

If you received a travel advance made payable to you for

this trip, enter the travel advance amount in the box.

This does not include checks made payable to vendors

such as hotels and airlines. Enter those payments in the

“Purchased by University” table.

FAQ for Hospitality Expense Claim

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How do I enter Cost Description?

Click on dropdown menu to choose appropriate cost

description. Hospitality expenses are limited to items

listed in the dropdown menu.

What costs can be paid from the Campus

Operating Fund EB001, and what costs may be

paid from other funds if allowed by Trust

Agreement or other governing rules?

(1) Hospitality expenses can be for meals, light

refreshments, gifts, recognition events, promotional

items, activities to promote employee morale,

fundraising events, conferences, hosting guests,

entertainment services and recruitment.

(2) The EBxxx funds must NOT be used for the

followings: alcohol, tobacco, entertainment services,

memberships in social organizations, promotional items

for employees, gifts and business meetings for

employees only.

(3) Activities that are not allowable hospitality expenses

for any fund are birthday parties, weddings, get-well,

anniversaries, baby showers and tobacco.

What should I write in the comments section?

You should describe where the event took place, when it

took place, who attended, the purpose of the event, and

the expected benefit to the University.

FAQ for Other Reimbursements

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What should I write in the comments section?

You should describe the purpose of the spending, why

the expense was necessary, any other relevant facts and

the expected benefit to the University.