Expense Reports

Employees who use their own funds or cash advances from Graceland for expenses must submit an expense report that itemizes the expenses. Fill in the electronic form with identifying information and trip details. Itemize the receipts that support the expenditure and type in the amounts in the appropriate column. The form will calculate totals and the amount due either to Graceland or to the employee. Enter the account information for the expenses. Print the form and attach all receipts in an organized fashion. The employee and the supervisor need to sign the form and submit the paper form with receipts to Accounting Services. The receipts should not include any corporate credit card receipts or receipts for gasoline or other costs charged to a Pool Car credit card. Expense reports should be filed within 10 days following the trip or event. Employees who are on the road for long periods of time should file expense reports at least once every 30 days.

If there is an account number being used that the employee and supervisor do not have Budget Responsibility for, then the person who does have Budget Responsibility must sign by the account number that s/he has responsibility for.

Upon audit and approval by Accounting Services, payment will be made to the employee to reimburse him/her for personal funds used. In the case of a cash advance, only the amount of money spent on Graceland business will be cleared from the advance and charged to an expense budget. Cash not used must be returned to the Accounting Cashier. The employee will be reimbursed for expenses that excess the amount of the advance.

Expense Report (The pages may print different lengths from different computers or on different printers. Add or delete lines as needed to make them fit with your computer equipment.) See policy: Advances and Expense Accounts