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Expense Report Guide

Created in conjunction with Financial Affairs Updated 12/11/12. Expense Report Guide. Steps: before you begin….

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Expense Report Guide

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  1. Created in conjunction with Financial Affairs Updated 12/11/12 Expense Report Guide

  2. Steps: before you begin… • CIP cannot complete your expense Report for you. Each professor and coordinator is responsible for completing his/her own Export Report . CIP reviews Reports prior to sending them to Financial Affairs. Expense Reports should be double-checked for math and clarity prior to handing in to CIP. Please send us your “final” version with personal check (payable to SJU) for unused travel advance funds. • Kindly use your computer to complete the Expense Report, not pen! As you complete the form, numbers from Part 2 are automatically fed into Part 4. This will not happen if you use pen. • Determining what exchange rate to use on your expense report: In accordance with SJU Policy: please go to www.oanda.com . On the bottom left side of the webpage, you’ll see, “historical rates.” Click on this link. Type in the dates of your tour or program. This will calculate the “average” rate in effect for that currency. Please use that rate when converting ALL your expenses on your report.

  3. Before you begin… • If your bank statement or ATM receipt shows that you are being charged a rate considerably higher than the average rate on www.oanda.com, please include proof of this rate. And use throughout your report. • Submit a copy of your credit card and ATM statements (cross out account numbers) and highlight in yellow all the foreign transaction fees. Add them up and put them under “hospitality” on the final date of your tour or program. You do not need to list them on your report on a daily basis! This is too time consuming and often leads to error. • Each individual expense MUST be converted into US$. SJU does not accept expense reports in foreign currencies. • Please submit only ONE expense report , even though you may be paying some pre-approved student expenses on-site in addition to your own expenses. Please indicate on the “white” pages of your report for whom each expense was made.

  4. Let’s get started • Take many sheets of blank 8 &1/2” x 11” white paper, highlighter, pen, scotch tape, calculator, receipts , notes from tour, Expense Report Form, Business Detail Form • Sort all receipts by date • Take a blank piece of paper, writing first date of trip at top of the page. You will create a separate page for each date of the tour/program. • Using tape, attach only the receipts for the date on the paper. • Under each receipt, please write: purpose (i.e. lunch, snack, museum ticket…) and whom the receipt covered (you alone? You and Dr. Smith?) Since your travel advance is intended to cover your expenses only, if you pay on behalf of anyone else, please include this expense on the Business Detail Form as well. • Please consider that we may not speak the foreign language of the destination country and we cannot guess the items that you purchased (whether for lunch, dinner, etc). Please list PURPOSE of each expense. • Please convert EACH receipt into US $$. • After you have taped all receipts onto the “white pages,” please begin to transfer all the costs onto the electronic version of the SJU Business Expense Report Form. • Kindly fill in the date and city in each column and fill in expenses under the proper categories (breakfast, taxis, tips…)

  5. Do’s and Don’ts

  6. More Do’s than Don’ts Don’tsContinued

  7. Tips for completing an accurate Expense Report • 1. Please keep in mind that you are spending student or SJU funds and that all must be accounted for properly. • 2. Be pro-active before you leave for your tour! Plan to take a small notebook with you to keep track of daily expenses “as you go.” • 3. Write on the back of each receipt the purpose of each expense, for whom, …as you travel! • 4. At the end of each day in your hotel, complete that day’s expense report ! Then, you will not be so overwhelmed upon return. The info will be freshest in your mind at that time. • 5. Plan ahead: rather than buy one bottle of water at a time from a street vendor (and not get a receipt), go to a local grocery store and buy a multiple pack of water and get a receipt. • 6. Do not hesitate to call or email CIP with questions. • Lindsey Martin is now reviewing all expense reports. Her email is lmartin@sju.edu and her phone is 610—660—3461

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