Reminder of Requirements for Expense Online Receipts

The Business Office would like to remind all employees of Heartland’s expense receipt requirements. For purchases of supplies, employees are allowed to use the Expense Online system to claim reimbursement. If the purchase is less than $25, submission of the receipt is not required with the claim, but for audit purposes, employees must retain their original receipts until January following the end of the current fiscal year. 

 For purchases of $25 or more, the original receipt or a PDF of the original receipt must be sent to Mary Heaberlin, Accounting Technician in the Business Office, in order to be reimbursed. Regardless of the dollar amount and receipt requirements, an expense cannot be claimed if the receipt is lost. In addition, an expense cannot be broken up over several days or months in order to circumvent the $25 threshold. The claim should accurately reflect the correct date and amount of the purchase. If you have any questions, contact Mary Heaberlin at mheaberlin@aea11.k12.ia.us or ext. 14818.