While a Corporate Credit Card should be used to pay for travel and entertainment expenses whenever possible, there will still be times when you need to pay for a university expense using your own money and claim a refund later. Cash expenses incurred during travel must still be linked to the approved requisition for that travel prior to acquittal.

All Cash Reimbursements must be supported by a tax invoice.

Claim and Acquit a DomesticCash Reimbursement

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• Click Create New Expense Reimbursement.

• Click Expense Reimbursement Label and type a name for the claim – e.g. Taxi to Conference, Sydney Aug 08.

• Click Save

Claim and Acquit a DomesticCash Reimbursement

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Notice that the options on this screen all begin with a $. This indicates that you are working with Cash Expenses rather than ANZ Credit Card transactions.

• Click $Domestic Travel.

Claim and Acquit a DomesticCash Reimbursement

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This screen requires details about the cost components of the transaction.

To record the GST you need to have the Tax Invoice on hand. A valid Tax Invoice must have the following:- the words "Tax Invoice" - the ABN of the supplier- the date of issue- the GST amount or- a statement that GST is included.

If the tax invoice does not contain this information you cannot claim the GST. Record the full amount beside the expense type, e.g. accommodation, airfares.

Claim and Acquit a DomesticCash Reimbursement

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• Click the GST Amount field and type the GST component of the expense from the tax invoice.

• Click the field for the expense type that the transaction relates to e.g. Other Transport\Park, and type the cost of the item from the tax invoice.

For simple transactions this is all you need to record on this screen:

• Click Save to move to the next screen.

Claim and Acquit a DomesticCash Reimbursement

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The Account Codes screen enables you to check that the expense is allocated to the correct university Project Code.

It is automatically assigned by the EMS to the Project Code that you use most often. However, you can change the code if it is not correct.

• Click the Drop Down beside the Project Code you wish to change.

• Select the correct Project Code from the list in the Drop Down, or use the Search option to select from the Project Codes available.

Claim and Acquit a DomesticCash Reimbursement

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• Click the Tick beside Tax Invoice Obtained to confirm that you have the tax invoice for the transaction.

Or

• Click the Cross if you do not have the tax invoice. If you do not have the tax invoice you must complete the EMS Lost Receipts Declaration form and attach it to the transaction in place of the tax invoice.

• Click Reason for Expense (Mandatory) and provide further information concerning the reason for the expense, e.g. Taxi to conference.

• Click Save.

Claim and Acquit a DomesticCash Reimbursement

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• You are now ready to Attach the Tax Invoice to the Transaction

– Before your Acquittal Approver can approve a transaction they must see either an electronic or hard copy of the tax invoice.

– If you provide an electronic copy, you still have the hard copy to send to Corporate Credit Cards with your credit card statement at the end of the month.

Claim and Acquit a DomesticCash Reimbursement

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From the Account Statement screen:

• Click Statement – Your Name to go to the Summary Statement Screen.

• In the Expense Reimbursement Summary section of this screen, click the month when you created the Cash Reimbursement transaction.

Claim and Acquit a DomesticCash Reimbursement

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• Click Manage Receipt Images.

Claim and Acquit a DomesticCash Reimbursement

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Next you need to select the file:

• Click Upload New Image.

• Use the Browse button to locate the electronic copy of the tax invoice.

• Select the file you require and click Open.

• Click Upload File.

A copy of the file is loaded onto the EMS.

Claim and Acquit a DomesticCash Reimbursement

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You are now ready to attach the tax invoice to the transaction:

• Click on the transaction that the tax invoice applies to.

• Click Save.

• Click X to close the window.

Claim and Acquit a DomesticCash Reimbursement

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A Yes in the Image column on the Account Statement screen indicates that the image has been attached to the transaction.

Claim and Acquit a DomesticCash Reimbursement

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• Link the Transaction to the Requisition

– You are now ready to link the transaction to its approved travel requisition.

– Your Acquittal Approver needs to see all of the costs that have been incurred for the approved travel requisition.

– This enables them to ensure that the budget for the travel has not been exceeded.

Claim and Acquit a DomesticCash Reimbursement

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• Click Statement – Your Name to move to the Requisitions section of the EMS.

Then select the Requisition:

• Click the Requisition that the transaction belongs to.

Claim and Acquit a DomesticCash Reimbursement

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Ensure that the requisition has two green ticks indicating that the travel is approved.

To begin linking transactions:

• Click the paper clip beside the requisition.

Claim and Acquit a DomesticCash Reimbursement

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• Click the Account Drop Down and select Cash - Account 1.

• Use the Period Drop Down to select the month when you created the incidental allowance claim.

• Click Go.

Claim and Acquit a DomesticCash Reimbursement

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The system displays the transactions for the statement period you have selected.

• Click the Right Arrow beside the cash transaction you wish to link to the requisition.

As you select the transaction, it is moved from the left side of the screen to the right and grouped with the other transactions linked to that requisition.

If you move a transaction in error, simply click the arrow pointing left to move it back.

When you have linked all the transactions:

• Click Save.

Claim and Acquit a DomesticCash Reimbursement

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You are returned to the Account Statement – Requisition Details screen and the transactions you have attached to the requisition are shown below the requisition name.

All you need to do now is submit the Expense Claim transaction for approval.

• Click Submit for Approval.

The Expense Claim is now completed, it now passes automatically to your Acquittal Approver.

Claim and Acquit a DomesticCash Reimbursement

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