Processing Expense Reports

Collect any pertinent receipts and scan them into PDFs.

If the expenses to be reimbursed contain mileage, you'll need to chart out the route in Google Maps and create a PDF of the route.

• Note: Tolls are a separate expense from mileage.

To find the expense reporting form, go to MyTIU > Administrative Resources (top menu) > Business Req/Reimb Forms (side menu) > Expense Reimbursement Form (bottom section of the list).

• Note: You can also find a blank version of the form in the Forms subfolder in the Budget folder on the Rolfing Drive. Just be sure to save a copy with a different name before you begin filling it out.

Fill in the reimbursee's name and TIU ID number.

• Note: ID numbers can be found by performing a Users search in Alma.

Add dates under the appropriate day(s) and fill out charges accordingly.

If the reimburseable expenses include mileage, enter the the mileage in the Number of Miles to be Reimbursed cell(s) and the IRS Standard Mileage Rate in the Enter Current Rate cell(s).

Fill in the Date, Self/Other Persons/Relationship, and Purpose (topic agenda) in the Business Purpose & Business Relationshop section.

Click the Employee box in the Total balance due section.

Enter the appropriate fund code and amount(s) in the Account # box:

• Professional Development: 10-4102-6621-IL

• Memberships: 10-4102-6690-IL (Note: Try as much as possible to use the library credit card to pay for memberships.)

• Projects: 10-4102-6704-IL

Log into Adobe Sign using the TIU single sign-on, then choose Enterprise ID on the Choose an account for screen.

Click the Request e-signatures button.

Make sure the toggle is switched to Complete in Order.

Enter email addresses in the following order:

• The person on whose behalf you're filling out the form (if you're filling out the form for yourself, choose the Fill and sign a document option instead of Request e-signatures)

• The library director (if it's not the library director for whom you're filling out the form)

• ap@tiu.edu

Name the Agreement using a title that makes sense and includes the date.

Drag and drop the files you've gathered to attach them to the agreement.

Make sure the other options are as follows (these should be the defaults):

• Password protect: unchecked

• Completion deadline: unchecked

• Signature type: electronic

• Recipients' language: [whichever language they understand the best]

• Preview & add signature fields: checked

Click Next.

Choose the reimbursee's name in the Recipients drop-down menu, then drag the Signature field to the Employee Signature line. 

Add the appropriate signature to the Department Approval line:

• If the reimbursee is not the library director, choose the library director's name in the Recipients drop-down, and drag that signature field to the line. Then drag the ap@tiu.edu signature field into the white space below the Department Approval line.

• If the reimbursee is the library director, choose ap@tiu.edu in the Recipients drop-down and drag that signature field to the line.

When all the appropriate signature fields have been placed, press Send.

• Note: If you find an error in the form after you've pressed Send, you'll need to go to Manage > In Progress, check the box of the appropriate report, and hit Cancel, then create a new (corrected) report using the steps above. There's no way to edit an agreement once it's been sent.

After all the parties have signed the agreement, download a PDF copy and save it in this fiscal year's Invoices folder using the naming conventions LastName_YYYYMMDD_Reimbursement.