CES Expense Reports Process
Version: Nov 3, 2022
For faster processing, please submit expense reports to adminsupport@collaborative.org
These emails create a service ticket in our tracking system that allows the Admin Team to prioritize requests and respond in a timely manner. Emails to individual Admin Team members may result in delays due to the daily demands of their workloads.
Please review this document before sending in your expense report. This is intended to clearly communicate the process of what to include when submitting documents for an expense report.
Reports submitted for reimbursement should be complete and ready to process. Staff submitting expenses are responsible for completing the forms, using the proper format, and including all necessary receipts.
Expense Reports:
- Must be in a PDF format and only include the month that it is for.
- Please include the complete billing codes on the report. If you don’t know the billing code or have questions, please contact your supervisor before submitting your request online.
- Please have your name, signature, complete expenses, and an approval signature on the report. The free version of Adobe can be used to sign PDFs.
- Submit 1 expense report per month.
- For timely processing, monthly reports should be submitted no later than 7 days after the month ends.
Documentation:
- All receipts must be included in either PDF or JPEG formatting.
- Meal receipts must be itemized. Meal receipts must show individual items ordered along with the total. CES does not reimburse for the purchase of alcoholic beverages.
- CES cannot reimburse for sales tax on purchases of supplies or materials. Please make sure all purchases are tax exempt.
- Hospitality taxes, such as restaurant, hotel, and travel taxes, can be reimbursed.
- If you have lost your receipt, you are responsible for obtaining a replacement from the store or restaurant.
Emails to Admin Support are part of CES’s public records. Please do not include personal or confidential information.
Meals:
- Breakfast cannot exceed $15.
- Lunch cannot exceed $20.
- Dinner cannot exceed $30.
- Tips and restaurant taxes are included in the reimbursement as long as the total amount does not exceed the meal reimbursement limit listed above.
Let us know if you have any questions or concerns regarding this process. Thank you.
