Emily Griffith Technical College
Employee Reimbursement Form Instructions
1.) Enter your information: School/Dept., Title/Position, Employee name, Employee ID, and Month/Yr. (month when the expense was incurred). Please do a separate form per month if your expenses occur in multiple months.
2.) From the drop down menu select a category for your expense under “Category of Expense.”
*If an additional form is needed the “Forms” box will let you know; this is auto-populated. See below.
Mileage/Parking/Ground Transportation requires a “Mileage Details Form”.
Meeting Food and Entertainment requires a “Meeting Details Form”.
If an additional form needs to be filled out, it can be accessed by clicking on the tab with the correct name. Additional information about how to fill these out is below.
All other reimbursement types do not require an additional form, but do require an itemized receipt.
3.) Enter expense date and vendor/merchant name.
4.) Enter a detailed description of the expense.
5.) Enter the Total Amount Due (subtotal, if taxes were paid). Please remember that DPS does not reimburse for taxes.
See example below.
Per DPS Policy all reimbursements require an account code. This can be obtained from the Business Office (Mayra). Forms without this number cannot be accepted because DPS is unable to process. You can get this information before or while filling out this form.
Additional Forms:
Meetings Details Form Sheet (called Details for Food for Meeting & Special Event) *
If your reimbursement is for items used in a meeting, please fill out the “Meeting Details” form.
Enter all information related to your meeting including date of meeting, location of meeting/event, purpose of meeting/event, and total.
Lastly, please list your attendees. You can add a roster, but please indicate “see roster” on the first line.
· Food Reimbursements: All food reimbursements must be pre-approved by your Supervisor and must include an Emily Griffith Technical College Food Authorization form. (Found on the Staff Intranet under Business Forms).
· DPS requires itemized receipts that show what was purchased and the price for each. Summarized receipts cannot be accepted.
Mileage Details Sheet *
If your reimbursement is for mileage, transportation, and parking reimbursement please fill out a “Mileage Details” form.
Enter the date, Travel from address, Destination, Purpose of trip, Car rental/Gas/Uber/Taxi/Shuttle/Parking and Mileage and Miles (Rounded).
· For all trips over 50 miles one-way, please include a map from MapQuest or Google Maps.
DPS requires that all mileage should be submitted together by month (Jan and Feb must be separated, etc.)
· If you parked at a meter or parking lot please include a receipt, if possible.
· Per DPS policy, when parking at the DIA you will only be reimbursed at the “Economy” rate. Please use the following link for more information. http://www.flydenver.com/parking_transit/parking/estimator
· Mileage should begin and end at EGTC (1860 Lincoln Street).
When turning in your reimbursement please include the Reimbursement Form and any other additional form needed with original receipts. Per DPS Policy credit card statements do not replace receipts and cannot be accepted (except as needed for street parking meter receipts).
If you have any questions please contact Mayra with the Business Office, x34829.
*This form is in addition to your employee reimbursement form.
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