Expense Reporting & Reimbursements
Table of Contents
The Business Expense Policy provide specific requirements for Dartmouth College travel and other business expenses. An allowable business expense is defined as necessary, reasonable, appropriate non-compensation expense incurred for a valid business purpose to fulfill the mission of Dartmouth College. The Business Expense polices also identify the documentation required to substantiate requests for reimbursement. These policies are necessary to ensure the proper use of Dartmouth resources and compliance with federal and other external regulations.
Read the full policy.
- Submit the iExpense Expense Report directly in iExpense (see below for Step-by-Step Guidance)
- Or complete the Expense Report Request eForm to submit to have your iExpense Expense Report prepared by your Finance Center
- For A&S, see ASFC and Research Contact List for approver at the A&S Finance Center
- The Expense Report Request eForm is not available for Geisel Employees
Students & Visitors
iExpense allows faculty and staff to enter and submit expense reports using a standard web browser or a mobile device and integrates with Oracle Payables for quick processing and payment.
Helpful Guides & Resources
Employees & Employee Delegates
Download and print these instructions.
- Default Approver (Optional): Preferences (right hand corner) > Expense Preferences > General > Enter Approver name (last name first) in Approver field > Save
- Allocations: Chart String Nicknames (Optional): Preferences > My Allocations > Enter an "Allocation Name" (the nickname that will display in a list of values when creating an expense report) in PTAEO or GL sections with the appropriate segment values > Save
Step 1: Start an Expense Report
- Login to employee.dartmouth.edu and choose DC iExpenses > iExpenses Home > Create Expense Report
Step 2: Complete General Information
- Name (defaults to yourself) > Purpose > Approver > Expense gtemplate (Domestic or Foreign) > Accomplaying DC Personnel (if applicable) > iExpenses Home > Next
Step 3: Clear Credit Card Transactions (Corporate Pay Card)
- This step will only appear if you have a comporate pay credit card. Select credit card transactions to be cleared, assign appropriate Expense Type, and itemize te receipt if necessary by clicking the Details icon > Next
Step 4: Enter Receipt-Based Expenses (Personally Paid)
- For each expense paid for with personal funds you must provide the following: Date, Merchant Name, Receipt Amount, Expense Type and Justification (if the expense type is Gifts, Moving, or Entertainment); Itemize the receipt if necessary (e.g. alcohol) by clicking the Details icon > Next
Step 5: Request Per Diem Meals
- If requesting meals per diem, cliuck on the "Per Diem Expenses" tab and provide the Date, Expense Type, Destination (use the flashlight icon to search), and Number of Days. If you need to deduct certain meals, click on Details icon > Next
Step 6: Request Mileage
- If requesting mileage, click on the "Mileage Expenses" tab. The current mileage rates for the dates and expense type will be automatically calculated. Provide Start Date, Expense Type (Business, Charitable, Moving), Trip Distance (total miles), Location From, and Location To details > Next
Step 7: Complete Allocations
- Allocation will populate with your default chart string. Select "PTAEO Allocations" to update to a grant account. Select "GL Account Allocations" to update the GL account. You can select nick names if they are set up.
Step 8: Apply Advances
- This step will only appear if you have an outstanding advance. You must apply any outstanding advances or document the reason for not applying the advance. See user manual for detailed instructions on how to apply an advance > Next
Step 9: Attach Receipts, Review and Submit
- Attach required receipts (see column labeled "Imaged Receipt Required) by clicking the "Add" button in the attachment section. Browse in your scan(s) and select "Apply." Review your report to ensure all expenses are listed. Select "Submit." The approver listed in General Information (step 2) will receive an email requesting approval for your submission.
When returning funds to Dartmouth’s Cashiers Office for personal expenses or unused
cash advance funds, it is important to provide a copy of the Expense Report’s Confirmation
page with the Miscellaneouos Receipt form or Cash Advance Return form. that has a negative Reimbursement Amount, denoted by parenthesis “(--)”. To do this,
access your Expense Report in iExpense and click on the linked Report Number. The image below is an example of the Confirmation
page. Click the Printable Page button and then print the page through your browser.