NUFinancials Using the Visitor's Expense Report Job Aid
This article explains the process of completing an expense report for a visitor who is not a member of the University faculty or staff.
Using the Visitor's Expense Report
Complete the Visitor's Expense Report
1. Enter
the Requestor and Department contact
information. The department/school is responsible for informing the visitor of
the University’s expense reimbursement policies prior to the incurring of
expenses.
2. Complete
the Visitor section.
o
Contact information, Dates, Business Purpose,
Expenses and Amounts based on their receipts. Obtain the Visitor Vendor Code prior to completing the Payment Request.
3. You
can look this up using the vendor search in a Payment Request or via the Cognos
SC025 Vendor Info Query report.
o
If a vendor code does not exist, complete the
Supplier Request form on the NUPortal, Payments tab.
o
Attach the completed Visitor’s Expense Report
and receipts to your vendor request.
4. Enter
the Chart string(s) you plan to use
and Amount(s) to be charged to each.
5. Send
the form to the visitor (email, fax, or mail). Ask the visitor to sign the form
and return it to you. Original signatures and receipts are preferred.
6. Obtain
an Approval signature from your
department.
o Scan
and attach the completed Visitor's Expense Report to a Payment Request with
receipts or other supporting documentation.
o When
submitting proof of mileage to ASRSP for expenses on sponsored project chart
strings, you may use Google Maps or MapQuest to calculate mileage.
o Please
submit only the page that shows (in text) the names of the start and end points
as well as number of miles driven.