EXPENSE MANAGEMENT SYSTEM (EMS)

Individuals on a Yale University payroll (Clerical and Technical, Managerial and Professional, Faculty) with reimbursements or purchasing card transactions must complete a report in EMS. For reimbursements, a check is issued to the employee's home address or direct deposit is issued if currently set up with Payroll.

Expense Management System
www.yale.edu/yems

Helpful Links
Quick Steps: How to Prepare a Report
EMS User Guide
Expenditure Types
Tips and Hints
How to Approve a Report

EMPLOYEE REIMBURSEMENT

Forms for Non-Staff and Non-Faculty members
Individuals on a Yale University payroll (Casual/Weekly, or semi-monthly Teaching Assistant) with reimbursements over $200 complete the Employee Reimbursement form. A check is issued to the employee's home address or direct deposit is issued if currently set up with Payroll.

Forms
Employee Reimbursement
Employee Reimbursement for Windows XP
Missing Receipt Form

Guides
Mileage Reimbursement Rates
Miscellaneous Non-Reimbursable Travel Expenses
Per Diem Rates - Foreign
Per Diem Rates - US
Employee Reimbursement Guidelines
Currency Converter

Procedure

1. Download the Employee Reimbursement form. 
2. Obtain a Transaction Control Number so that the reimbursement form has a unique number (ER######). 
3. Fill in today’s date in Oracle date format: 2-digit day -- 3-letter month -- 4-digit year, i.e. 23-NOV-2000. 
4. If the reimbursement is for travel and a Yale Travel Requisition was used to reserve transportation, fill in the TR number. 
5. If the reimbursement is for travel, fill in the travel dates. NOTE: A separate Employee Reimbursement should be completed for each trip. 
6. Fill in the employee's Last Name, First Name and Middle Initial. There is no need to enter an address on the form as all Employee Reimbursements are sent to the home address in the Human Resources database or made via direct deposit. 
7. Do not select any special handling unless absolutely necessary as it will delay the delivery of the check. 
8. Describe the purpose of the reimbursement in the Business Purpose/Explanation box. If the reimbursement includes a business meal, include a complete list of attendees and alcohol amount.
9. List the reimbursement items and the amounts. Fill in the appropriate PTAEO. NOTE: Please leave the Expenditure Type blank. 
10. Fill in your name, e-mail address, and phone number. 
11. If you are clearing a Travel or Expense Advance, fill in the TEAR number and the advance amount. If Yale is due a refund, attach a check payable to Yale University.
12. The employee must sign the form. 
13. Tape all original receipts to scrap paper. 
14. Submit completed form and receipts to the Business Office. NOTE: The Office of Student Affairs must authorize all Club reimbursements before submission to the Business Office.