Reimbursements to Employees

Direct Pay

The Direct Pay process is to reimburse employees for out-of-pocket expenses incurred on behalf of the university in situations where a requisition, call number, limited purchase order or a ProCard purchase was not possible due to abnormal circumstances.

Reimbursement of such expenses are made at the risk of the employee, as reimbursement is not guaranteed and may be denied by the AVC for Financial Services if it does not fit the intent of such reimbursements as outlined in the Direct Pay Reimbursements policy memo (PDF).

Only reimbursements for expenses over $100 and representational allowances are processed through OFA. The Office of the Bursar processes reimbursements under $100 as petty cash transactions. Visit the Bursar's website for more information.

Enter a general encumbrance in Banner (FGAENCB) using journal type "DP01." Once completed, submit the required documents to the Accounts Payable team at OFA.

Required Documents:

 

Local Mileage

UAF employees and volunteers sometimes use their personal vehicle to accomplish university business such as visiting local markets or stores for supplies, traveling to alternative locations to instruct or visiting other organizations in the community as a part of an outreach program. Local travel is defined as business travel occurring within a 50 mile radius of one's home or duty station. In some cases, the university will reimburse the traveler for these trips.

Local mileage rates are set in accordance with the federal rates and are updated each calendar year. Mileage for commuting from home to primary duty station is not reimbursable per IRS guidelines. Mileage is intended to cover fuel, repairs, wear and tear, etc. for the person's vehicle while it is being used for university-related work.

Submit the required documents to the Travel Finance team at OFA for reimbursement issuance. The reimbursement is keyed as a direct pay using the next available invoice number unless funds are encumbered.

Required Documents
  • Local Mileage Reimbursement (LMR) Form from the correct calendar year
    • "Document #" field
      • Leave blank if no encumbrance
      • Enter the encumbrance number used if one exists
    • If multiple LMRs are needed to capture all mileage documentation, submit a cover sheet LMR with the total number of miles, total amount of reimbursement and funding allocation(s)
      • Enter “See attached” in the Mileage Details on the cover page
      • Recommend having the approver sign only the cover sheet instead each individual LMR
    • Outdated, individually created or other accounting/finance forms cannot replace the LMR
  • Signature approval from
    • Employee’s supervisor for unrestricted funding
    • PI/Researcher for restricted funding
  • An online mileage map (e.g. Google or MapQuest) if odometer readings are not available
  • Parking expenses are reimbursablevia the LMR
    • Include the parking costs on the LMR
    • Attach parking receipts (required for individual expenses of $75+)

The 20xx travel account codes are no longer valid except for 2006. Local mileage falls under the 21xx series if not 2006.

  1. Assign a TA number to the employee’s local mileage for the fiscal year
    1. Please assign
      1. One employee per TA number
      2. One TA number per fiscal year
    2. A paper TA is not required for reimbursement, but departments can still use one for internal calculation, approvals or tracking purposes
  2. Encumber the funds once approved
  3. Whensubmitting the LMR
    1. Either on the LMR or clearly in the email, indicate if it is a partial or final payment from an encumbrance
    2. If not indicated, the reimbursement is keyed as a final which closes the encumbrance
  4. The TA number ("Document #"), fund, org, account code and vendor IDon the LMR must match the corresponding information on the encumbrance
    1. OFA cannot change these fields in Banner when keying the payment
    2. If there are discrepancies between the encumbrance and LMR, OFA will hold the reimbursement request until those discrepancies are corrected by the department
    3. Vendor field can remain blank on the encumbrance; OFA can enter a vendor ID if this field is blank 
  5. The reimbursement is keyed from the encumbrance using "T<number>A" (B, C, D, etc.) as the document number

 

Moving & Relocation Allowance

A relocation allowance is used to issue payment to employees for moving or relocation expenses in accordance with Board of Regents policy (R05.02.060.B.) and university regulations.

Fill out and submit the electronic Relocation Allowance Form on the OFA Forms page or the UA Human Resources Forms page

An encumbrance is not required for this payment. Departments must inform AP if they have opted to establish an encumbrance for this.

In some rare instances, the electronic form will not work for a particular relocation allowance request. When this happens, the department may submit the Relocation Allowance Request (PDF).

Follow these instructions if submitting this form instead:

  1. Submit the completed form with applicable signatures (according to UA Regulation 05.02.06.B.) to the AP team at OFA
  2. Include encumbrance information if the department has opted to establish one for the payment (encumbrances are not required though)
  3. Include with the submission the details of why the electronic form does not work
    Note: Acceptable reasons include requesting a relocation allowance for a non-exempt employee.

The PDF form option is only available for a limited time as development of the electronic form is finalized to accommodate all possible scenarios.

 

Our staff are happy to answer questions and help navigate the employee reimbursement process.

Note: Employee business travel expenses are reimbursed through the UA Travel System using Concur. Visit the Travel Customer Service Office website for information on travel reimbursements.