Engineering Ministries International Expense Reimbursement Form
Name: Send Check to Addr: Signature: Date Submitted:
insert name insert address
Approver Name: Title Signature:
insert approver name
project leader
1/1/2006
Appr Date:
Account
Expense Category
Date
To
Purpose
Expense Amount (local currency)
Exchange Rate (foreign units per US$)
Expense Amount (US$)
Account Subtotal
Receipt Attached
5346-Honduras 5346-Honduras 5346-Honduras 5346-Honduras
Team Travel Team Travel Team Travel Team Travel
1/1/2006 United Airlines 1/1/2006 United Airlines 1/1/2006 Hull Passport office 1/1/2006 Mileage
Airline Ticket- BrownJ Airline Ticket- MillerR passport application fees- team trips to project site in-country
$ $ $ $
1,200.23 1,321.23 72.01 105.02
$ $ $ $
1.00 1.00 1.00 1.00
$ $ $ $
1,200.23 1,321.23 72.01 105.02 $ 2,593.47
1 2 3 3
5346-Honduras 5346-Honduras 5346-Honduras
Staff Travel Staff Travel Staff Travel
1/1/2006 Kent County Health Department 1/1/2006 United Airlines 1/1/2006 Hull Passport office
immunizations- spicer Airline Ticket- SpicerJ passport application fees- spicer
$ $ $
89.00 1,100.32 20.00
$ $ $
1.00 1.00 1.00
$ $ $
89.00 1,100.32 20.00 $ 1,209.32
3,802.79
4 5 6
GRAND TOTAL $
3,907.81
$
Expense Reimbursement Policies
1. 2. 3. 4. 5. 6. Expenses over $25 must have a receipt attached with expense form. Credit card statements are acceptable only if original receipt was lost or never issued. Any non-consumable items reimbursed become the property of eMi. Reimbursement must be requested within 30 days of the expense date. Approved reports are due by Friday. Reimbursements are issued on Fridays (electronically for staff, paper check for interns) All checks will be issued in the requester's name. The IRS mileage reimbursement rate for 2006 is $0.445/mile. Attach log for multiple trips.
eMi OFFICE USE ONLY Reviewed Amt. Paid Check # or ACH Rpt Date
7. Tolls and parking are in addition to the reimbursed mileage and may be reimbursed separately. Mileage Calculator Miles (round to nearest whole #) Rate Total
236 $0.445 $105.02
Notes
insert total on expense form
Revised: December 2005
Questions, contact Finance Department, (719) 633-2078
Intern Per Diem Worksheet Instructions
1. Print out a copy of your most recent end of month report and attach with expense form. 2. 4. 5. 6. 7. Use Per Diem Calculator to determine available per diem funds. Enter "From" and "To" Days for days at eMi. Per Diem Total will be calculated for you. Insert Amount of Per Diem Request into Expense Reimbursement Form. Print Out Per Diem Worksheet and attach to Expense Reimbursement Form. Make two copies of entire Expense form and submit to Intern Director. Intern Director keeps one copy, and submits the other to the eMi front office.
Per Diem Calculator
$ $ $ $ $ $ 5,000.00 1,300.00 1,260.00 88.50 500.00 1,851.50 Total support raised Tuition Trip costs Mileage Reimbursement Other costs incurred and reimbursed (Support raising, immunizations) Available for Per Diem
Per Diem Tracker
From To # of Days 1 6/13/2004 6/30/2004 2 7/1/2004 7/21/2004 3 7/22/2004 8/31/2004 4 5 Total Per Diem Requested Available for Per Diem Total Per Diem Requested Per Diem Remaining Per Diem # 18 21 41 0 0 80 Amount $ 450.00 $ 525.00 $ 1,025.00 $ $ $ 2,000.00 1,851.50 2,000.00 (148.50)
$ - $ $
2/26/2009 - 12:25 PM
79ca2de8-9fc1-4020-b73a-9f8e88402445.xls
pg 2
Click the "Form" Tab to start filling out your expenses. Exp. Rep. Completion Instructions Instructions for: A. COS Interns B. COS Staff and Project Leaders C. Overseas Staff and Project Leaders
A. COS Interns 1. “Name”: Put your name. 2. “Send Check to Address”: Write „eMi Colorado Springs‟ 3. “Date Submitted” 4. “Signature” 5. “Approver Name”: Write the Intern Director‟s name but in his/ her absence write the COS Financial Co
For each line item (Order each line item by date within each subtotal): 6. “Account”: Write both the account name and # a. Each account and expense category combination should have its own subtotal. 7. “Expense Category”: Chose from pull down list: Staff Travel, Team Travel, Supp. Account Reimbursem 8. “Date”: The date must reflect receipt date, please order the line items by date. 9. “To”: Write the company or individual the expense was paid to (Example: Toys „R‟ Us). Again the rece 10. “Purpose”: Should have a description of the expense. When requesting Per Diem write "Per Diem" an 11. “Expense Amount (local currency)”: This refers to the local currency of purchase and must also reflec a. If you need to clarify, including a breakdown of expenses, please write it on the receipt or on a 12. “Exchange Rate”: This has to be the exchange rate for the purchase or the average for the month. 13. “Expense Amount (US$)”: There is no need to put anything since it will automatically be calculated 14. “Account Subtotal”: There is no need to put anything since it will automatically be calculated. Again n 15. “Receipt Number" there must be a receipt for ALL expenses $25 or more. No receipt is needed for pu a. Please number the receipts (write on the receipt “1”, “2”, “3”…) and put the number in the “Re b. A credit card bill does not count as a receipt. c. The receipts must be legible and include: 1. Vendor name and address 2. Date of purchase 3 d. In cases where no receipt is given, create a handwritten record including all information above e. For all meal expenses write the names of the attendees on the back of the receipt. 16. “Comments”: Write anything that you think your approver or the Financial Team needs to know. 17. “Mileage Calculator”: Record the total number of miles next to “Miles”. a. If you are recording mileage for only one trip just describe the trip in the Purpose column putti b. If you are recording multiple trips please complete the 'Mileage' tab to log your travel then prin c. Put mileage expenses for different projects under different subtotals. 18. In many of the title blocks there is a red triangle in the upper right hand corner. If you put your curse
B. COS Staff and Project Leaders 1. “Name”: Put your name. 2. “Send Check to Address”: Write „eMi Colorado Springs‟
3. “Date Submitted” 4. “Signature” 5. “Approver Name”: Write your supervisor‟s name
For each line item (Order each line item by date within each subtotal): 6. “Account”: Write both name and # 7. “Expense Category”: Chose from pull down list: Staff Travel, Team Travel, Supp. Account Reimbursem a. Each account and expense category combination should have its own subtotal. Specifically, 8. “Date”: The date must reflect receipt date, please order the line items by date. 9. “To”: Write the company or individual the expense was paid to (Example: Toys „R‟ Us). Again the rece 10. “Purpose”: Should have a description of the expense. a. For travel expense, please write who the tickets were purchased for. 11. “Expense Amount (local currency)”: This refers to the local currency of purchase and must also reflec a. If you need to clarify, including a breakdown of expenses, please write it on the receipt or on a 12. “Exchange Rate”: This has to be the exchange rate for the purchase or the average for the month. a. If you make a purchase in non-US$ but get a credit card bill in US$ please adjust the exchang b. eMi does not need to see the credit card bill. 13. “Expense Amount (US$)”: There is no need to put anything since it will automatically be calculated 14. “Account Subtotal”: There is no need to put anything since it will automatically be calculated. Again n 15. “Receipt Number" there must be a receipt for ALL expenses $25 or more. No receipt is needed for pu a. Please number the receipts (write on the receipt “1”, “2”, “3”…) and put the number in the “Re b. A credit card bill does not count as a receipt. c. The receipts must be legible and include: 1. Vendor name and address 2. Date of purchase 3 d. In cases where no receipt is given, create a handwritten record including all information above e. For all meal expenses write the names of the attendees on the back of the receipt. 16. “Comments”: Write anything that you think your approver or the Financial Team needs to know. 17. “Mileage Calculator”: Record the total number of miles next to “Miles”. a. If you are recording mileage for only one trip just describe the trip in the Purpose column putti b. If you are recording multiple trips please complete the 'Mileage' tab to log your travel then prin c. Put mileage expenses for different projects under different subtotals. 18. Contributions or income that must also be recorded can be put on the exp. rep. as a negative expens I.e. If a ministry gave you $500 in cash for your project then you would need to record that on th 19. In many of the title blocks there is a red triangle in the upper right hand corner. If you put your curse
C. Overseas Staff and Project Leaders 1. “Name”: Put your name. 2. “Send Check to Address”: Write name and complete address to bank you desire deposit 3. “Date Submitted” 4. “Signature”: Write „submitted via email‟ 5. “Approver Name”: Write the Office Director‟s name or in his/her absence his/her appointed representat
For each line item (Order each line item by date within each subtotal): 6. “Account”: Write both name and # 7. “Expense Category”: Chose from pull down list: Staff Travel, Team Travel, Supp. Account Reimbursem
a. Each account and expense category combination should have its own subtotal. Specifically, 8. “Date”: The date must reflect receipt date, please order the line items by date. 9. “To”: Write the company or individual the expense was paid to (Example: Toys „R‟ Us). Again the rece 10. “Purpose”: Should have a description of the expense. a. For travel expense, please write who the tickets were purchased for. 11. “Expense Amount (local currency)”: This refers to the local currency of purchase and must also reflec a. If you need to clarify, including a breakdown of expenses, please write it on the receipt or on a 12. “Exchange Rate”: This has to be the exchange rate for the purchase or the average for the month. a. If you make a purchase in non-US$ but get a credit card bill in US$ please adjust the exchang b. eMi does not need to see the credit card bill. 13. “Expense Amount (US$)”: There is no need to put anything since it will automatically be calculated 14. “Account Subtotal”: There is no need to put anything since it will automatically be calculated. Again n 15. “Receipt Number" there must be a receipt for ALL expenses $25 or more. No receipt is needed for pu a. Please number the receipts (write on the receipt “1”, “2”, “3”…) and put the number in the “Re b. A credit card bill does not count as a receipt. c. The receipts should include: 1. Vendor name and address 2. Date of purchase 3. Amount 4. d. In cases where no receipt is given, create a handwritten record including all information above e. The receipts must be legible so please check the scanned receipts before sending them. f. If you fax the receipts please do not highlight the amounts because it blacks out the amounts g. For all meal expenses write the names of the attendees on the back of the receipt. 16. “Comments”: Write anything that you think your approver or the Financial Team needs to know. 17. “Mileage Calculator”: Record the total number of miles next to “Miles”. a. If you are recording mileage for only one trip just describe the trip in the Purpose column putti b. If you are recording multiple trips please complete the 'Mileage' tab to log your travel then pri c. Put mileage expenses for different projects under different subtotals. 18. Contributions or income that must also be recorded can be put on the exp. rep. as a negative expens I.e. If a ministry gave you $500 in cash for your project then you would need to record that on th 19. To represent the approver has approved the exp. rep. I need to receive the exp. rep. from the approv a. Please email in “Letter” and not “A4” for the page setup. 20. In many of the title blocks there is a red triangle in the upper right hand corner. If you put your curse
e the COS Financial Coordinator‟s name
pp. Account Reimbursement, or General office.
„R‟ Us). Again the receipt must reflect this. Diem write "Per Diem" and the days requested. See line 1 of on the Example. ase and must also reflect the receipt exactly. (This will most likely be US$ for interns.) e it on the receipt or on an attached paper. verage for the month. matically be calculated y be calculated. Again no subtotal should include two different Accounts or two different Expense Categories. o receipt is needed for purchases under $25 so for those put “n/a” under the “Receipt Number” column. ut the number in the “Receipt Number” column.
ss 2. Date of purchase 3. Amount 4. Description ing all information above. of the receipt. am needs to know.
he Purpose column putting in parentheses the miles. o log your travel then print out as a receipt.
er. If you put your curser over the block, helpful, simple instructions will pop up.
pp. Account Reimbursement, or General office. n subtotal. Specifically, please separate Staff Travel and Team Travel. „R‟ Us). Again the receipt must reflect this.
ase and must also reflect the receipt exactly. e it on the receipt or on an attached paper. verage for the month. ease adjust the exchange rate to represent the non-US$ on the receipt and also the US$ on the credit card bill.
matically be calculated y be calculated. Again no subtotal should include two different Accounts or two different Expense Categories. o receipt is needed for purchases under $25 so for those put “n/a” under the “Receipt Number” column. ut the number in the “Receipt Number” column.
ss 2. Date of purchase 3. Amount 4. Description ing all information above. of the receipt. am needs to know.
he Purpose column putting in parentheses the miles. o log your travel then print out as a receipt.
ep. as a negative expense. need to record that on the exp. rep by putting as a line item with an expense amount written as: ($500). er. If you put your curser over the block, helpful, simple instructions will pop up.
er appointed representative‟s name
pp. Account Reimbursement, or General office.
n subtotal. Specifically, please separate Staff Travel and Team Travel. „R‟ Us). Again the receipt must reflect this.
ase and must also reflect the receipt exactly. e it on the receipt or on an attached paper. verage for the month. ease adjust the exchange rate to represent the non-US$ on the receipt and also the US$ on the credit card bill.
matically be calculated y be calculated. Again no subtotal should include two different Accounts or two different Expense Categories. o receipt is needed for purchases under $25 so for those put “n/a” under the “Receipt Number” column. ut the number in the “Receipt Number” column.
purchase 3. Amount 4. Description ing all information above. efore sending them. blacks out the amounts so I can't read them. I would appreciate it if you just circled the number in pen instead. Than of the receipt. am needs to know.
he Purpose column putting in parentheses the miles. o log your travel then pri and use as a receipt.
ep. as a negative expense. need to record that on the exp. rep by putting as a line item with an expense amount as: ($500). exp. rep. from the approver (via email) and not from the submitter. That is unless of course I am your approver.
er. If you put your curser over the block, helpful, simple instructions will pop up.
xpense Categories. er” column.
n the credit card bill.
xpense Categories. er” column.
as: ($500).
n the credit card bill.
xpense Categories. er” column.
ber in pen instead. Thanks.
I am your approver.