162x Filetype XLSX File size 0.04 MB Source: www.rochester.edu
Sheet 1: Instructions
Instructions on completing the F-34 form | |||
You no longer have to list business expenses by day. | |||
The new form is set up so that each receipt(backup) is listed by the date of purchase | |||
Receipts should be taped down to a piece of paper (8 1/2x 11), multiple receipts can be attached on the paper | |||
Required Information | |||
Student Name = First Name then Last Name | |||
STUDENT ID/URID= 8 digit student ID number (also known as URID) | |||
you can find the ID number by logging into HRMS, it is listed in the "Your Information" section below the Bumble Bee | |||
HRMS Mailing Address: this is the address where the check will be mailed | |||
AP does not have access to personal records | |||
Students should view/edit the mailing address: | |||
*Login to HRMS http://www.rochester.edu/working/ | |||
*Main Menu | |||
*Self Service >Personal Information (the mailing address is where the check will be mailed) | |||
Street Address (including Apartment number) | |||
City | |||
State | |||
Zip Code | |||
Administrators contact information for Questions | |||
Name=Administrators name | |||
Phone Number= Administrators office phone number | |||
Box # = Administrators interoffice mail Box number | |||
Email address = Administrators UR email address | |||
Receipt (Business expense) entry | |||
Purchase Date=date of purchase in the format MM/DD/YY (for hotel or airline fees list the date the payment was made) | |||
Expense Category - select the type of expense from the drop down menu | |||
List of categories in the drop down menu | |||
Airfare-paid by employee | |||
Annual subscription | |||
Car Rental | |||
Cell phone-monthly reimbursement | |||
Conference registration | |||
Dues | |||
Group meal | |||
Individual meal | |||
Lodging | |||
Lyft | |||
Mileage-attach completed mileage log | |||
Monthly subscription | |||
Renewal fees | |||
Supplies | |||
Taxi | |||
Uber | |||
Working meal | |||
Other | |||
Detailed Description of Expense=explanation of the receipt(expense) | |||
Category | Example of Description | ||
Airfare-paid by employee | Airfare Rochester-Atlanta round trip for XXX Conference 9/1 and 9/4 | ||
Annual subscription | 2018 renewal for New England Journal of Medicine for updates in my field | ||
Car Rental | 9/1-9/4 auto rental used during XXX Conference | ||
Cell phone-monthly reimbursement | 10/8-11/7 cell for on-call/after-hours access | ||
Conference registration | 2018 XXX Conference, attending and presenting | ||
Dues | 2019 ZZZ dues required for my position | ||
Group meal | Candidate interview at Grappa(Jim Blue, Jack White, and Sydney Smith) | ||
Individual meal | Dinner while at the XXX Conference in Atlanta | ||
Lodging | 9/1-9/4 hotel while attending the XXX Conference in Atlanta | ||
Lyft | Transportation from Atlanta airport to hotel for XXX Conference | ||
Mileage-attach completed mileage log | Mileage for patient visits, between clinics, etc. (A completed Mileage Log sheet must be attached) | ||
Monthly subscription | 9/1-9/30 Dropbox for department file sharing | ||
Renewal fees | 2016-2018 DEA renewal required for my position | ||
Supplies | Utensils and paper products for break room | ||
Taxi | for Presenter from airport to River Campus | ||
Uber | From hotel to airport (Atlanta) returning from XXX Conference | ||
Working meal | Lunch with John Doe, Amy Thomas, and Bill Sims to discuss 2019 budget | ||
Other | |||
Amount=enter amount the Student is requesting reimbursement for for this receipt | |||
Accounts to be charged=Company number (3 digits), Spend Category (SC then 5 digits), and FAO (2 Letters followed by 6 digits) | |||
The total reimbursement amount can be broken out among 4 lines (up to 4 different Spend Categories and/or FAO's | |||
Total Expense= Formula do not enter in this box, CONFIRM the sum of the accounts to be charged lines, must match total of all receipts listed in the grid above | |||
Balance due from University to Student= Formula do not enter in this box,CONFIRM that the amount to be reimbursed to the Student is correct | |||
Description of Expenses for Ledger=this is a short explanation of all expenses/receipts listed above. | |||
This description will show on the Ledger. EX: 2018 XYZ Conference | |||
Once the F-34 form is completed and approved make a copy of the F-34 form and all receipts for department files | |||
Place a staple(or a binder clip) at the top in the center to secure F-34 form to receipts. Receipts should be taped to a piece of paper (8 1/2 x 11) | |||
Send orginal F-34 form and original receipts to Accounts Payable (AP) at Box 278958 via interoffice mail |
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