Instructions for Completing Employee Expense Report Form When

Instructions for Completing Employee Expense Report Form
When requesting reimbursement for travel expenses, an employee expense report form cannot be
processed without a Travel Request form. An employee may have only one outstanding travel advance
at a time.
The Internal Revenue Service (IRS) requires that if employee business expenses are not submitted for
reimbursement within 60 days after the expenses were incurred, the reimbursement becomes taxable
for federal, state, FICA and Medicare; and withholding tax must be taken.
It is important that all employees submit expenses for reimbursement before the 60-day period is over.
Not doing so creates an additional cost to both the employee and the agency. (The agency must match
the FICA and Medicare tax paid by employees.)
Beginning with the box in the upper, left-hand corner of the form:
Is the trip in state or outstate? circle one
If requesting an advance, circle "short term adv"
Indicate your reason for travel, e.g., meeting, teaching class, etc.
Complete your name and home address
SEMA4 Employee ID - your ID number from your check stub
Line 2:
If this is an expense report for an advance, indicate if requesting advance OR reporting final
expenses after the trip
Indicate first and last dates of trip
Complete the information regarding your permanent work station, including city and state
Complete your job title
Fill in your bargaining unit if you know what it is (e.g., IFO, AFSCME, MAPE, etc.)
Indicate the cost center to which the trip is being charged
For the main body of the form, the column headings identify the information that is to be listed in each
List each day of the trip separately with appropriate expenses for the day.
Indicate initial departure time and final arrival time (used to determine eligibility for meal
Check meals for each day and put the total expenses for meals for the day under either "Total
all meals (w/o lodging)" OR "Total all meals (with lodging).
Lodging (must attach paid receipt)
If you paid the registration fee, include it on the form for reimbursement (must attach
If the registration fee was charged on the WSU travel credit card and you did not pay for it, do
not include it on this form.
Reimbursement may be requested for personal telephone calls for a maximum of $3.00 per
Parking fees (not including parking meter)may be listed for reimbursement (must attach
Total each column
If you use a private car, complete the mileage section ( mileage rates for personal car). You
must enter the number of miles for the most direct route between the "from" and "to" points.
You must write down the location for any local miles you travel.
o NOTE: If using a private car for out-of-state travel, you must indicate, in the space
provided, what the lowest airfare would cost to the destination. Mileage
reimbursement for the use of a private car may not exceed the lowest advanced priced
airfare. Quotes should realize maximum savings (e.g., Saturday overnight, advance
booking, etc.) and be obtained at first knowledge of the trip with the Travel Director.
The box in the lower, right-hand corner of the form is provided for you to list any other
miscellaneous expenses for which you are claiming reimbursement, e.g., business phone, taxi,
car rental, etc. If you rent a vehicle, you must indicate on the form the reason a rental vehicle
was used instead of public transportation or a state vehicle. See Rental Vehicles for more
o Provide a grand total of all expenses. If you were given an advance, and this is a
settlement form, put the amount of your advance in the space behind "Less Advance."
o If the actual expenses exceed the amount of the advance, indicate the "Total to be
paid to Employee."
If actual expenses are lower than the amount of the advance, the balance will be deducted from your
You and your supervisor must sign and date the form. Attach all necessary receipts (as indicated
above). Submit form to the Travel Director, Somsen 205.