Accounts Payable tips of the week: Prepaid Expense Request form
From Accounts Payable
If an employee incurs travel expenses before the trip occurs, the employee may request reimbursement prior to the trip by completing a Prepaid Expense Request form.
Here are some tips to keep in mind when completing a Prepaid Expense Request to speed up the processing of your request.
- For tax purposes, the reimbursement is treated as an advance until the final travel reimbursement is submitted.
- The employee is responsible for providing the appropriate substantiation and original receipts with the Prepaid Expense Request for these expenses incurred before the trip.
- The expenses will be charged to the department at the time the Prepaid Expense Request is paid.
- Per IRS rules and regulations, within 30 days from the return of his or her trip, the employee must complete an Employee Expense Report to document the expenses of the completed trip.
The complete UST Employee Reimbursement Policy resides on the Accounts Payable Web site.
If you have questions, please contact Accounts Payable, (651) 962-6375.