FSHN Office Procedures - Non-Travel Reimbursements

All travel reimbursements must be entered onto AccessPlus. Purchases over $500.00 are not reimbursable thru AccessPlus.

Logging In to AccessPlus

1. Go to AccessPlus and enter your University ID number and your password. If you have never set up a password, or have forgotten your password, call the Help Desk at 294-4000.
2. All employees have the Empl Reimbursement menu option under their Employee tab.
3. To start a non-travel reimbursement, click Start Non-Travel.

Entering in Non-Travel Expenses

1. After clicking Start Non-Travel your name should appear at the top of the list. The last three digits of your ISU ID number are displayed under the ### column to discern identical names. For Non-Travel Reimbursements you will always click New Rmbrs, as there will not have been a Rmbrs # already established by ordering an Air Ticket Requisition or doing an Authorization.
2. After clicking on New Rmbrs, click on the Continue button to establish a Rmbrs #.
3. Fill out the Non-Travel Reimbursement screen completely.
4. Receipt Date:
   The Receipt Date defaults to today's date. This should be changed to the date of the purchase. Drop-downs are available for the Month, Date and Year, or you can click on the Calendar icon and select the date with your mouse.
5. Vendor Name:
   The Vendor Name can be selected from a drop-down menu or keyed manually. The drop-down is preferred, as this will give us more consistent vendor names for data collection.
6. Class Code:
   The Class Code can be selected from a drop-down menu or keyed manually. If you select a Hospitality class code (36XXX) you will be prompted to complete the section below the heading Required for Hospitality Event Items. Hospitality expenses require additional fields to be completed to ensure that the expenses are appropriate.

Hospitality Expenses

1. Reimbursements for interviews, recruitment, business meetings, seminars, fundraising and other hospitality require the Event Dates, Event Location, and the names of the Participants. You will be prompted by the system if you forget to enter this information.

Saving, Continuing, Reviewing or Deleting Expenses

At the bottom of the screen (even for non-hospitality expenses) you are given five options.

1. Update: Saves your work in case you are interrupted. Even if you select Next Receipt or No More Items your work will still be saved.
2. Next Receipt: Allows you to enter another receipt on this same reimbursement number.
3. No More Items: Indicates you are done entering receipts and ready to forward the reimbursement for confirmation.
4. Previous Receipts for this Date: Allows you to review multiple receipts entered for the same date. It will not show the previous receipt if entered under a different Receipt Date.
5. Delete this Receipt: Allows you to delete an entry.

Canceling Non-Travel Expenses

1. If you have entered a Non-Travel Reimbursement in error and want to cancel all receipts for this Non-Travel Reimbursement, please follow these instructions:
2. In the top right corner of the screen change the Status field to Canceled.
3. Adjust the Vendor Name, Items Purchased and Business Purpose fields if needed.
4. Click the Update button in the bottom left corner of the screen.
5. If you change your mind you can click Reactivate after the screen has refreshed.
6. If you want to cancel only one receipt, use the Delete this Receipt button at the bottom of the screen.
7. The Delete this Receipt command is permanent. If you change your mind you need to enter the information again.

Confirming Non-Travel Expenses

1. If you have completed entering all of the receipts, click on No More Items.
2. After reviewing the screen for accuracy, you will be asked to Confirm the entry. Please confirm the entry and print the confirmed page and submit with receipts.

Confirmed Reimbursements by Employee

An email is then sent to Erica Burkheimer to verify the expenses submitted for the reimbursement. All receipts and a copy of the confirmed page of the reimbursement must be sent to Erica Burkheimer to review within 48 hours of submission. Reimbursements will not be approved until the requested documentation is sent to Erica at 2312 Food Science Building. Actual receipts are required, no copies will be accepted.

If you have any questions, please contact Erica Burkheimer at 294-4546 or ericab@iastate.edu

For the most current procedures, please visit the ISU Controller's website: http://www.controller.iastate.edu/ertutorial/homepage.htm

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