Employee Expense Reports Universal Personnel Expense Report Procedure Please follow the guidelines listed below. If a step or information is missing, your expense report will NOT be Processed. Universal Personnel will reimburse employees for approved expenses related to company business assignments. Each employee will be responsible for properly completing an expense report obtained from the Universal Personnel website(www.tonsojobs.com) All supporting receipts and documents must be attached in order for processing and reimbursement. Expense Reports and Supporting receipts must be mailed to: Accounts Payable at 4949 Bullard Ave. New Orleans, LA 70128. Sample Report - Billable Sample Report - NonBillable You will need to have either Microsoft Excel or Adobe Acrobat Reader to download one of these two Expense Report forms. If you do not have Microsoft Excel or Adobe Acrobat Reader, please download Acrobat Reader here. Excel Spreadsheet Blank Expense Form Adobe Acrobat Blank Expense Form The following is a guide and examples for completing expense report forms. CHARGE TO: Each expense report should have a least two boxes checked and completed in this section. First Option: Overhead expense and Employee Number (2, first initial of last name, first initial of first name, and last four digits of SS#, 2BM4323) This should be used when the expenses are not billable to a client. Second Option: Employee Number (2, first initial of last name, first initial of first name, and last four digits of SS#, 2BM4323), Client Name and Job Number This should have the complete Client Name and Job Number so that the accounting department can properly code the expenses. The job number can be found on your timesheet. PAGE NUMBERS: Please number each page of the expense report. This will allow the accounting department to know that all pages have been received. DIVISION: This is used to identify your location. (IE: New Orleans, Mississippi, Florida Or Texas) NAME: Employees name must be printed in this box. Please do not leave blank just because you have signed at the bottom of the expense report. PERIOD COVERED: This is the time frame in which the expenses were incurred. This usually coincides with the current pay period. DATE: This should be the actual date the expense was incurred. LOCATION OF EXPENDITURE: This should be the actual city where the expense was incurred. ( IE: New Orleans, Chalmette, Beaumont, Metairie) If the expense is for mileage you must put departure and arrival cities in the section. NATURE OF EXPENSE & PURPOSE: This is a very important section of the expense report. You need to be very detailed when completing this section. You must state the purpose of the expense. (ID: Mileage, Lunch, Hotel) If the expense is for mileage you should have the total number of miles x rate per mile(approved by the client) and the purpose of the visit. (IS: Meet with coordinator, Site Visit) If the expense is for lunch you must have the attendees, their company name and titles, purpose of the visit listed in this area. COMPANY PAID EXPENSE: The amount in this column should only be for expenses that were paid by Universal Personnel’s accounting department directly to a vendor. ( IE: Airfare, Rental Car) EMPLOYEE PAID EXPENSE: The amount in this column should be for all expenses that the employee has incurred and has a receipt for. TOTAL EXPENSE: This amount is the total of Company Paid Expenses and Employee Paid Expense. TOTAL EXPENSES: The total of each column needs to be computed here. LESS CO. CREDIT CARD CHARGES: This is for any amount that you have placed in the company paid expenses. LESS CASH ADVANCES: This should be used only if the company has given you a cash advance for your trip. DUE TO/FROM EMPLOYEE: This should be the calculation from Total Expenses minus Company paid expenses minus Cash Advance. If the employee is due a refund a check will be processed with the next accounts payable check run. If the employee needs to refund the company a check for that amount needs to be included with the expense report. SIGNATURE: The employee must sign expense reports and is responsible for obtaining the supervisors signature. If the expense report is billable to a client a supervisor for the client must sign the expense report. A/P and Acct. Approval sections are for the accounting department. If you have any questions or problems locating your job/billing number, please call Tamara Wejnert at 504-561-1606.