e-Reimbursement Approver Role
Primary Responsibilities of the
Approver or Backup Approver
- Ensure claims are business related and fit the Department’s mission and intent of funding source.
- Ensure funding is available, accurate, and appropriate, given the business purpose.
- Designate claims (if appropriate) to be paid from UW Foundation funds.
- For transactions requiring pre-pay review, ensures that requests or claims are in compliance with regulations and have the appropriate receipts/supporting documentation in the receipt packet, and that limits and policy exception explanations are appropriate.
- Change all funding strings for the expense types of non-travel to reflect appropriate account codes.
- Review for logical related expenses. For example, if baggage fees and airport parking are being claimed, is there documentation of an airline ticket?
- Expense Type: Meals
- Claims entered must be actual expenses and total dollar amount spent per day on breakfast, lunch, and dinner combined up to the maximum allowed (including maximum 15% tip). May not be a per diem claim.
- Expense Type: Meals – Taxable
- Meal costs in connection with same day travel (no overnight lodging involved) are taxable income to the employee and must be entered in the Meals – Taxable category.
- Review billing type (in-state, out-of-state, and foreign) for accuracy.
- Review Expense Types for accuracy. For instance, expenses that are appropriate to be categorized in “Other Travel” are tips (not associated with meals or events), tolls, and bottled water during foreign travel.
- Ensure e-Reimbursement Receipt Packet is received and retained appropriately. Check the “Receipts Received” box in e-Reimbursement expense report summary.
