Scribd
Upload
69 views

Development ST Org Expense Report

This document provides instructions for completing an expense report form for The New School. It has three sections - one for local expenses, one for out-of-town travel expenses, and one to reconcile and distribute total expenses. For local and travel expenses, the form requires information on the date, business purpose, participants, expense type, and amount. Receipts must be attached. For out-of-town travel, expenses can be reimbursed via a $30 per diem or with receipts. The completed form requires approval signatures and is submitted for reimbursement or to reconcile advances, depending on the amount owed.

Uploaded by

StudentFILMcollectiv
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
69 views

Development ST Org Expense Report

This document provides instructions for completing an expense report form for The New School. It has three sections - one for local expenses, one for out-of-town travel expenses, and one to reconcile and distribute total expenses. For local and travel expenses, the form requires information on the date, business purpose, participants, expense type, and amount. Receipts must be attached. For out-of-town travel, expenses can be reimbursed via a $30 per diem or with receipts. The completed form requires approval signatures and is submitted for reimbursement or to reconcile advances, depending on the amount owed.

Uploaded by

StudentFILMcollectiv
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 2

Name School ID/N#

Employee and Student Expense Report Address Department Ext.

Dates Covered
INSTRUCTIONS: 1. Complete Section I (front of expense report) for LOCAL EXPENSES
2. Complete Section II (back of expense report) for OUT OF TOWN EXPENSES
3. Complete Section III (bottom of front of expense report), combining both Sections I and II, and indicate accounting distribution.
4. Once form is completed, follow routing instructions at bottom of back of form
SECTION I: LOCAL EXPENSES ONLY (See Other Side for Section II - Out Of Town Travel Expenses)
WHEN? WHY the expenditure? WHERE was it? WHO was involved? WHAT type of expense was it?

Nature of Expense AND Business Purpose List All Participants Meals/Food Supplies Local Travel Phone/Fax Other Line
Date (Include Establishment or Destination if not on receipt) (Attach separate sheet if needed) ( 7 3 0 0 2 ) ( 70 0 2 0 ) (73000) (70820) ( ) Total
/
/
/
/
/
/
/
/
/
/

Total each column down and each line across to verify amounts are added correctly.

SECTION III: COMBINED LOCAL AND OUT OF TOWN EXPENSE RECONCILIATION AND ACCOUNTING DISTRIBUTION
Total Amount of Expenses (include Local and Out of Town) $ Fund - Organization - Account - Program or Index (Required) Activity - Location (Optional) Distribution Amount

($ ) _________ / _________ / _________ / _______ ________/________


Did you receive an ADVANCE? If so, fill in advance amount here
($ ) _________ / _________ / _________ / _______ ________/________
Enter university prepaid expenses (air/rail/hotel/car rental)
($ ) _________ / _________ / _________ / _______ ________/________
Enter charges made against your New School issued Credit Card
$ _________ / _________ / _________ / _______ ________/________
Total amount The New School OWES YOU
($ ) _________ / _________ / _________ / _______ ________/________
Total Amount YOU OWE THE NEW SCHOOL
_________ / _________ / _________ / _______ ________/________
Payee Signature Date
_________ / _________ / _________ / _______ ________/________
Dept. Head/Director Date
_________ / _________ / _________ / _______ ________/________
Dean/Budget Date
SECTION II: OUT OF TOWN TRAVEL EXPENSES ONLY
Purpose of Travel: University auditors require complete explanations as to
Travel Destination From: To: the Who, What, When, Where and Why of expenses.
Itinerary Dates From: To: Expense reports with missing details will be returned.
WHAT? WHERE and WHOM? WHEN and the AMOUNT? (List date and amount)
Nature of Expense Establishment/Destination/Participants if not on receipt / / / / / / / / / / Line Totals
Air/rail fare - 73000
Lodging - 73001
Car rental - 73000
To/from airport - 73000

You may opt to be reimbursed at a flat per diem rate when traveling on university business to cover meals and all incidental expenses for each day you travel,
rather than submit receipts for expenses. The per diem rate for both domestic and foreign travel is $30.00. If $30.00 is insufficient, collect and submit actual
receipts. Charge per diems to 73003. You may not alternate between per diems and receipted expenses on expense reports covering the same trip.
Option A: I choose to be reimbursed at the university’s flat per diem rate.
Option B: I choose to be reimbursed by submitting receipts. (Complete section below and attach original receipts.) Total Per Diem Amount
Nature of Expense Establishment/Destination/Participants if not on receipt / / / / / / / / / / LineTotals
Breakfast - 73002
Lunch - 73002
Dinner - 73002
Taxi/bus/subway - 73000
Mileage (.405 per mi) - 73000
Tips (not meals) - 73000
Telephone/Fax - 73001
Supplies ( )
Other ( )
Other ( )
Daily Totals (Total of each Column)
PageTotal (include Section II and either Option A or B).
Send this form with original receipts (tape or staple receipts individually to separate pages) to the division’s director for approval and follow these procedures:
1. If total expense reimbursement is less than $50, hand deliver this form, with appropriate approval signatures, to the Bursar’s Office (65 5th Ave) for immediate
cash reimbursement any Monday, Wednesday or Friday between 1:30-4:30, except the day before university holidays. You must show valid New School ID.
2. If total expense reimbursement exceeds $50, this form with appropriate approval signatures should be sent directly to Accounts Payable, 80 Fifth Avenue, 4th
Floor for processing. A reimbursement check will be mailed to your home address.
3. To reconcile an Employee Cash Advance:
- If the New School owes you money, send this form to Accounts Payable (80 Fifth Ave, 4th Floor) for processing. A check will be mailed to your home address.
- If you owe a balance to the university, hand deliver this form to the Bursar’s Office (see 1, above) with cash or check payable to New School University.

You might also like