Mployee Instructions

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NON‐EMPLOYEETRAVELEXPENSEREIMBURSEMENTFORMCOVERSHEET

INSTRUCTIONS

THISPROCEDURESREPLACESTHEMINIMASTERREQUESTFORM

**IFYOUKEYTHEDATAINTOTHEFORM,THEFORMWILLAUTOMATICALLYCALCULATETHE

FIELDS.THEMILEAGERATEFIELDCANBECHANGEDIFYOUCLICKINTOTHEMILEAGEFIELD,A

DROPDOWNBOXWILLAPPEARWHICHYOUCANCLICKANDTHENSELECTTHECORRECTRATE.**

1. Fillintherequiredinformation;traveler’snames,purposeoftrip,relationshiptotheinstitutionand

completeUSmailingaddress.

2. Businessmealrequiresalistofattendeestobereimbursed.

3. Providethedatesoftravel,automobileexpense,othertransportation,lodging,meals,misc.exp.,

registrationfee,exchangerateandamount.Fillinthefieldsthatpertaintoyourtripexpense.

4. Internationaltravelersmustbereimbursedbywirepayment.Ifawireformisincludedforfundstobe

wiredtothetraveler,checktheyesbox.Thetravelermusthaveavendornumberifthefundsaretobe

wired.PleasecheckSAPtomakesureavendornumberhasnotalreadybeenestablishedforthe

traveler.IfthereisnovendornumbersalreadyestablishedinSAP,pleasecompletetheNon‐Employee

VendorAdd/ChangeFormandsubmittoA/Pwiththesupportingdocumentation(receipts),thenon‐

employeetravelexpenseformandcompletedwireform.

5. Expensedistributionfields;theG/L,costcenterorinternalordernumberandamountarerequired

fields.

6. Enterthetotalamountforthetripinthetotalfield.

7. Departmentauthorizedsignermustsignthenon‐employeeexpensereimbursementform.The

departmentrequestorspleaseprovideaname,phonenumber&emailaddress.(Theexpensereport

willnotbeprocessedwithoutthisinformation)

8. Enterthedatetheexpensereportwasprepared.

9. Faxthecompletedcoversheetandsupportingdocumentationto443‐997‐3554.Allow10business

daysforprocessingofthetravelexpense.



ADDITIONALINFORMATION

Important:Ifanemployeereimbursementissubmittedusingthenon‐employeeexpensereimbursementform,

thetransactionwillnotbeprocessedandyouwillnotbenotified.Pleasecheckthestatusofthetravelerpriorto

sendingtherequesttoAccountsPayable.

ThemileagerateisbasedonthecurrentEnterprisespermileratetimestheactualmilestraveled.Ifyourtravel

occurredoutsideofthecurrentyear,youcanenterthatyear’smileageratebytypingthatrateinthefieldwhere

thecurrentrateisentered.

TofindthecorrectG/Lnumberanddescriptionforanexpense,pleasegotothecontroller’sofficewebsiteunder

SAPInformation,MasterDataCrosswalk.LookfortheG/LXwalkandclickontheExceliconforthelisting.

TheController’sOfficeandAPSharedServiceswebsitesarelistedbelow.Youcanfindtheappropriateforms

underForms,AccountsPayableTravelUnit.

UniversityFinance:http://finance.jhu.edu/

AccountsPayable:http://ssc.jhmi.edu/accountspayable/