Business Expense Reimbursement Form Instructions
This Business Expense Reimbursement Form is designed to provide an easy input method for business expense receipts and non-receipted expenses, as well as providing a legible output for entry into the Dartmouth College Payable System.
This form is excel based and contains a short macro program that runs behind the scenes, so it is important to enable macros on your computer when the file opens. In Excel 2003, the file will not open until macros are either enabled or disabled. In Excel 2007 and 2010, the file will open without the macro enabled. To enable macros in these versions, select the button “Security Warning” in the ribbon below the tool bar at the top of the screen. When the prompt opens, select “Enable Content”.
Form - Workbook Tabs:
This form contains two tabs for data entry (Expense Information and Itemized Expenses) and one tab to verify results (Submission).
Color coding has been utilized to assist you in completing the form:
- Green cells – required input
- Yellow cells – optional input
- Blue cells – derived values; DO NOT change
- Black cells – do not make any entries
- Red cells – entry error has occurred and/or balances do not match
Completing the Form
Expense Information (complete this tab first): There are two sections:
- My Expenses Section is where the personal and business information about the expense is to be entered.
- My Strings Section is where you enter either the GL and/or Research (Grant) string(s) to be used. Note that the strings do not include the Natural Class or Expenditure type – they are addressed later.
Step 1: My Expenses Section
- All fields that are required to be completed are indicated with an asterisk.
- Complete this section of the tab with the appropriate information, including payee’s name (including middle initial), Dart ID or social security number (if not a Dartmouth employee), address, etc. If form is being prepared by someone other than the payee, indicate so. For business purpose, please provide a detailed explanation for the reason for the expense; “research” is not a sufficient explanation. Once the start date of the event/travel is entered, an E number for the form will be generated. For the start date of event/travel, use the date that the expenses began and for the end date of event/travel, use the last date expenses were incurred. For reimbursement expenses which were incurred all on the same day, the start and end date should both be completed.
Step 2: My Strings Section
- Enter an account name of your choice (nickname or alias); this could be the project name for a grant, a description of funding or a combination that enables the user to easily identify a string. A numeric key could also be used, such as matching the “String Number”.
- The account name should be relatively short and descriptive enough to be easily recognized, such as “Faculty Reserve” or “Dept. Subvention”.
- Select the type of string from the dropdown list (GL or Research), then fill in the appropriate segment values. Note that only green cells should be filled in.
- Be sure to use the correct number of characters in each segment otherwise the string will not be the correct length. Remember, the strings will not include a natural class or expenditure type, so the GL string will only have 5 segments and the Research string will only have 4 segments (PTA-O).
- If the cell that the string appears in turns red, it means that there is an incorrect number of characters in the string. Review and correct any segment that is missing or has too many characters.
- To add multiple strings, simply enter an account name on the next available row, select the type and fill in the rest of the row. There is room in this form for 300 strings, but most reimbursements will utilize less than six rows. It is important to not skip any row between accounts as it will impact formulas within the worksheets.
Step 3: Itemized Expenses
This tab is set up so that the user could take a stack of receipts and just enter them in any order.
- Beginning in the first column (Col A), enter the date of the first expense.
- Enter the vendor’s name in the next column (Col B).
- Select either domestic or foreign from the dropdown list in Col C; this is important because it allows the form to select the proper natural class or expenditure type. In general, a trip that includes a foreign country as a destination should be considered “foreign travel” and the natural class and expenditure types should be those for foreign travel. If College business is done domestically as part of a foreign trip, those specific expenses could be considered “domestic”.
- Select an expense type from the dropdown list in Col D. This is a finite list of acceptable natural classes for business expense reimbursements. If you cannot find a suitable natural class on the list, please contact your Finance Center Specialist.
- If the expense is in US Dollars, enter the amount in Col E labeled Amount (US Dollars).
- Select an account to use for this expense from the dropdown in the Account Name column (Col G).
If the expense or receipt was in a foreign currency:
- Select the type of currency from the dropdown list in the Foreign Currency column (Col H) and enter the amount in the next column (Col I).
- Go to www.oanda.com/convert/classic to identify the appropriate exchange rate for the period of travel. One rate for each foreign currency can be used for all expenses of this trip. Enter the exchange rate identified on oanda.com and enter in the Exchange Rate column (Col J).
- The form will automatically calculate the amount in US Dollars in Column F.
If the expense is mileage:
- Enter the miles traveled in the Miles column (Col K).
- Confirm that the rate in cell K1 is the appropriate IRS rate for mileage reimbursement. There are different rates for business miles driven based on purpose - medical, moving or miles driven in service of charitable organizations are at a different rate than miles driven for your employer.
If the expense is traveler meals:
- There is an option to choose either the per diem for meals or to itemize these expenses. If using per diem, enter the total amount for the entire trip and select the meals natural class. Then, in the comments section, note the number of days that are included in the calculation.
- If itemizing the meal expenses, follow the same procedures for other expenses, including the level for which receipts are required.
- Use the comments section (Col Q) as needed for description or explanation of the expense listed in that row. A comment is required for mileage (indicating to/from locations), meals per diem, non-travel meals and entertainment expenses (attendees, purpose).
- To add a row, go to the next available row and type a date in the first column. There are 200 rows available to record expenses. It is very important to not skip rows as the form will not calculate properly if there are blank rows inserted between completed rows.
- For reviewing purposes, there are auto-filters set up so that expenses can be reviewed by account name, date, vendor, natural class or expenditure type and the total will appear above the Amount (US Dollars) and Total Amount columns.
- Once all expenses are entered, you should proceed to the Submission tab and review the information to make sure it populated properly and accurately.
Note about receipts with multiple expenses types, specifically hotel receipts: It is allowable to group like charges together, with the exception of meals. Meals need to be itemized individually but room charges can be reported as one lump amount.
Step 4: Submission Tab (the output)
This tab requires no data entry, as the information on this tab populates from the entries made on the Expense Information and Itemized Expenses tabs. However, you should verify on the Submission Tab that the Total Expenses (cell F19) matches to the Total located at the bottom of the form (cell F47) and to the Total by natural class section (cell K49), Totals to Account for Between GL and PTAEO Strings. The totals will be red if they do not equal in each of the three cells. If this happens, you will need to go back to the Expense Information and Itemized Expenses tabs and make the necessary corrections. This tab can be printed if signatures are required or for the payee to certify the expenses.
Step 5: Email Completed Form
The form should be saved and forwarded electronically with scanned receipts to your Finance Center for processing.