Guidelines for Staff Expense Reimbursements and Vendor Invoice Processing
Staff Mileage and Staff Expense Reimbursements
While staff mileage and expense reimbursements are paid through the employee’s payroll check, accounts payable prepares the file. AP must submit this information to payroll on the Friday that timesheets are due.
1) In order for staff reimbursements and mileage to be included please submit to AP no later than the prior Wednesday by 12 p.m. (noon). Both staff reimbursements and the mileage reimbursement forms need to be in good order and submitted within 60 days of incurring the expense in order to be processed.
2) Staff Expense Reimbursement Reports are considered to be in good order if they include the proper general ledger and cost center and reference coding, receipts to support reimbursements, are legible, add correctly, and are approved by the appropriate manager. If the reports are not in good order they will be returned and processed in the following payroll if they are corrected and returned within the proper time guidelines.
3) It is preferred that the staff mileage reports be completed electronically. If employees do not have access to a computer we will accept handwritten forms if they are legible, accurate and complete. We will only accept the staff mileage report that is found on the fiscal website. In order to complete this properly, odometer readings need to be input and the form will calculate the miles and reimbursement. The mileage report should include descriptions of where you are traveling to and from. If mileage reports are illegible, not completed properly or the math is incorrect, they will be returned for correction and processed in the following payroll.
4) Any expense or mileage reports that are returned to the employee will be done so via CRJ email and your manager will be copied.
5) We will reimburse staff mileage for the following:
A) We will reimburse you for staff mileage at the current CRJ approved rate in excess of the miles of your normal commute from your home to the office where you work. If you need to travel to another CRJ location or for other CRJ business we will reimburse you for the miles in excess of your regular commute. Transportation expenses between your home and your main or regular place of work are personal commuting expenses and are not reimbursable.
B) If you normally travel to work via public transportation (i.e. train, MBTA, bus etc.) and you need to use your personal car to drive to another CRJ location or for other CRJ business we will reimburse you for all miles between your home and business location to which you are traveling.
6) All mileage and staff expense reports require review and approval by the appropriate manager. The Manager is responsible for ensuring that the mileage and expense reports are accurate, complete and include the correct documentation.
7) Any staff reimbursement or mileage forms that you are sending electronically to AP should be sent to . The electronic versions of the expense report and the mileage forms can be found on the fiscal website and are the only ones that will be accepted.
8) It is essential that expenses are reported and accounted for in a timely manner, therefore Staff reimbursements and mileage that are not submitted within 60 days of being incurred will not be reimbursed.
9) If a holiday falls within the processing time line the deadlines will be adjusted and staff will be informed via email ahead of time.
Vendor Invoices and Home Providers
1) One check run will be processed each week on Thursdays for non- home provider payments. For invoices/check requests to be included in the weekly check run, they must be received by AP no later than the previous Monday at 5pm and be in good order.
2) Invoices are considered to be in good order if they are properly coded (general ledger number division, department and if applicable reference code numbers) with the proper approvals. If invoices are not received in good order they will be returned to you and included in the following week’s check run. Please plan accordingly as checks will not be cut outside of this schedule with the exception of home providers.
3) Home provider payrolls are processed biweekly and follow the week of the employee payroll. Home provider grids should be submitted to AP no later than noon on Monday of the week that they are being paid. The only exception to this deadline is if a holiday falls on a Monday then the grids should be received on Friday. The home provider payments will be processed the next day – Tuesday. If AP does not receive the grids, the home providers cannot be paid.
4) If you make arrangements with any vendors, please ensure that the billing address is 500 Harrison Avenue Ste 1F Boston, MA 02118. We have had several instances where vendors have contacted us about past due invoices that have been sitting in other locations.
5) When invoices are scanned to you for review, approval, and coding kindly turn them around promptly.
6) To ensure, AP has not missed any invoices in their personal email box we have created a new email address to remit invoices. Please email invoices to . If these items are sent to the AP Staff personal email addresses, we cannot guarantee they will be processed.