Reminder: Action Needed: Turn In Receipts When Submitting Expense Claims (With Clarification)

The Agency’s auditors have a new recommendation for us—and the Business Office needs your help to comply with it! The auditors have recommended that the Business Office require staff to turn in receipts for expenses that staff members are submitting for reimbursement. This change is happening to ensure that reimbursements are a proper use of public funds. 

This means that travel-related reimbursements and other purchases (supplies, incentives) occurring after Jan. 1, 2019, will require an itemized receipt in order to be paid.  

How to Submit Receipts 

• Receipts related to travel (hotel, food, transportation, baggage, etc.) can be uploaded through the Travel/Professional Development Request System. Transportation includes shuttles, taxis and ride-sharing such as Uber.
• Receipts related to supplies and incentives should be emailed to Mary Heaberlin, Accounts Payable Specialist. 
• At this time, receipts are not required for cell phone reimbursement. 
• Mileage will continue to be reimbursed at $.41 a mile. The process for submitting mileage will not change.

Failure to submit itemized receipts will either delay the reimbursement or reduce the amount reimbursed. 

As a reminder, Heartland AEA’s per diem meal limits are: 

• $15 out-of-area travel (no overnight stay required) 
• $30 out-of-area travel in state (overnight stay required) 
• $45 out-of-state travel (overnight stay required) 

Tax and tips are included in all per diem amounts. The per diems are daily limits and do not carry over to the next day if the full amount is not spent. 

If you have any questions about this new requirement, contact Brian Whalen, Business Manager, at ext. 14005.