An Expense Report is used for reimbursement of expenses paid on behalf of the College or for substantiating expenditures incurred with cash advance funds. It is not appropriate to request reimbursement of expenses using a Check Request; the Expense Report does this for you.

• The Expense Report must be submitted to the Business Office no later than ten (10) working days from the return of a trip or incurring an expense.

• Include location of the expense, type of expense, business purpose, amount, and persons involved when applicable.**

     **Entertainment/meal expenses must include the names of attendees or identify the title of the group when it is not practical to list all attendees.  Payments made on behalf of another individual (such as hotel or registration expenses) must be reflected.

• Attach all receipts in chronological order to the back of the Expense Report.  Use of a spreadsheet is also acceptable to outline the details of the expense(s). Mileage will be reimbursed at the standard business rate as set by the IRS. (Please note that reimbursement for gas charges is only appropriate for: Rental cars while on College travel, College owned vehicles, or in cases where the length of the trip is such that the cost of gas is more economical and the driver is agreeable**(See Travel Policy-Automobile Travel)

• To reconcile a cash advance, show the amount advanced on the front of the Expense Report in the space provided.

• If money is due to the employee, show the amount under Balance Due.

• If money is due to SMC, it must be returned with the Expense Report, Reflect the amount on the Report and attach a check made payable to SMC.

• Summarize the general ledger accounts to be charged on the front side of the Expense Report.

• The Expense Report must be signed by the individual requesting the reimbursement.

• The Expense Report must be approved by the authorized signer to whom the individual reports and/or the authorized signer for accounts charged to another department.

• A check will be available within seven (7) to ten (10) working days of the receipt of an approved report in the Business Office, providing everything is in order.

• INCLUDE ONLY expenses paid by you. Do not include expenses to be billed to the College via vendor invoice or College Procurement Card.