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30.15 Moving Expense Reimbursements

30.15 Moving Expense Reimbursements, Chancellor's Office Business Policies & Procedures

Purpose:

To establish policies and procedures associated with reimbursement of moving expenses.

Policy:

The following procedures will be used for processing moving expense reimbursements.

Procedures:

  1. Employee or department staff completes Moving Expense Reimbursement Request form.
  2. Employee signs Moving Expense Reimbursement Request, provides necessary receipts to create moving expense reimbursement packet, and routes packet to Department Head or Department Approver.
  3. The Department Head or Department Approver assigns the index from which the payment should be made.
  4. The Department Head or Department Approver approves the moving expense reimbursement for payment with an approval signature/initials and date. The Department Head or Department Approver makes the approval within the following parameters:
    1. Approval means attesting that the payment is (a) within his or her delegated authority to approve; (b) in accordance with OUS moving expense policies; (c) an appropriate charge to the index designated; and (d) within budget.
    2. The approval is made within delegated authority on file with Business Processing Staff. If the payment is over the designated dollar limit for that index, the Department Head performs this approval. For payments less than or equal to the designated dollar limit, the Department Head or Department Approver performs this approval.
    3. The Department Head and Department Approver may not approve his or her own reimbursement; approval must be made by a supervisor. If the supervisor is not available, approval must be made by a superior. Upon the supervisor's return, the moving expense reimbursement packet should be provided for "after the fact" review by the supervisor.
  5. The Department Head or Department Approver routes the approved moving expense reimbursement packet to Business Processing Staff for input into FIS.
  6. Upon confirming that the moving expense reimbursement has all necessary approvals, the Business Processing Staff assigns the appropriate account code, verifies that the payment is in accordance with OUS moving expense policies, inputs the payment into FIS, and records the FIS invoice number on the moving expense reimbursement form.
  7. The Business Processing Staff routes the moving expense reimbursement packet to the FIS Approver.
  8. The FIS Approver approves the payment in FIS if, upon examining the moving expense reimbursement packet:
    1. A. All necessary approvals have been made.
    2. The information which has been entered into FIS agrees with information on the moving expense reimbursement.
    3. The moving expense reimbursement appears reasonable and within the normal range of business activity for the Department.
    4. Prior to final approval in FIS, the FIS Approver brings any unusual items to the attention of the Business Services Manager for resolution. The Business Services Manager:
      • reviews the unusual items,
      • clarifies the facts and circumstances (as needed),
      • researches applicable laws, rules, regulations, policies, past practices, and approved exceptions,
      • consults with Controller's Division staff and Controller (as needed) to determine resolution, and
      • coordinates communication of resolution to Department Head and appropriate Department Approver.
  9. Following approval of the payment, Business Processing Staff provides a copy of the moving expense reimbursement to the Business Services Fiscal Analyst for processing in the payroll (for the purpose of recording taxable and non-taxable reimbursement).
  10. Periodically (at a minimum of quarterly), Business Processing Staff reconciles documentation (moving expense reimbursement request and any necessary receipts) with activity in FIS.
  11. Following the reconciliation, Business Processing Staff files the moving expense reimbursements in accounts payable archive files.

Authoritative References:

Forms:

Banner Input Forms:

FAAINVD Invoice/Credit Memo Cancel Form
FAAINVE Invoice/Credit Memo Form
FOADOCU Document by User
Used to query by originating user ID (inputter) all documents that are completed, approved, incomplete, or cancelled. This screen is helpful when the inputter wants to make a correction to a completed document prior to it routing for FIS approval. The inputter can use this screen to deny (disapprove) a completed (but not approved) document so that corrections can be made.
FOAUAPP User Approval Form
Remove name displayed to view all documents in all queues

Banner Query Forms:

FAIINVL Invoice/Credit Memo List Form
(Open, Paid, Suspense, or Hold)
FAICHKH Check Payment History Form
Shows status of check (e.g., check date and date cashed for final reconciliation).
FAIVNDH Vendor Detail History Form
More specific information can be obtained by querying on elements in the lower block.
FGIDOCR Document Retrieval Inquiry Form
Query on posted invoices with option of seeing FGQDOCP document postings (accounting detail information)
FOIAPHT Approval History Form
Query by document code to display originating user and approver.
FOIDOCH Document History Form
Query by Invoice number to show status (incomplete, complete, approved)
Shows other documents tied to the payment (e.g., PO, check, and asset tag)

Banner Reports:

FARINVA Invoice Activity Report
Print detail and summary invoice activity for a specified period of time.
CAUTION: Remember to enter 05 option of Vendor ID to avoid getting ALL vendors activity within a given time period.
FWRVHST Single Vendor History Report
Print detail and summary invoice activity for a specified period of time.

Last Updated: 11/17/03