Coming Sept. 1: Expense Claims Will Be Checked Against Leave Requests

Beginning Sept. 1, 2019, the Business Office will begin checking employee expense claims against leave requests and calendars. If 7.5 hours of leave is requested on a day that expenses are submitted, the expense request will be rejected. Employees will receive an email stating the dates needing attention and will need to edit and resubmit the expense request. 

If employees submit expenses on an off-calendar date, a warning email will be sent to both the employee and their supervisor. The off-calendar dates will be listed in the email. The expense claim will proceed through the system without any further action taken by employees. The warnings will be sent so employees and supervisors can check to make sure work was performed on the date in question (addendum day). If the expenses were submitted in error, employees will need to work with their supervisor to have it rejected for corrections. 

The intent of this change is to tighten our internal controls and ensure that public funds are being spent appropriately. 

If you have questions, contact Mary Heaberlin, Accounts Payable Specialist, at ext. 14818 or Brian Whalen, Business Manager, at ext. 14005.