Each time you spend money on your p-card or request a reimbursement, an expense report must be generated through Workday by Rhonda and approved by various levels of administrators in YSM or Yale Medicine. Below are pertinent requirements.
Expense Report Ticketing
Email receipts to commsfinance@yale.edu, which will generate a ticket. Please upload the documentation outlined below to this ticket within 3 business days of making the purchase, attaching all documentation and receipts as PDFs to the email. You should always try to use a P-Card for approved purchases.
How to create a PDF from an email and submit as a ticket
For reimbursement requests from your personal credit card, please email receipts and documentation or create a ticket:
Email receipts:
Forward your receipts to commsfinance@yale.edu.
Make sure to attach a PDF of the receipt to the email. If the original email does not have an attachment, you can convert the email to a PDF by printing it and selecting “PDF” instead of a printer.
Create a ticket:
login to https://ysmweb.atlassian.net/servicedesk/customer/portal/7/group/25/create/42
Fill out the information and attach the receipt and documentation.
Requirements
Always Required
Receipt: You must provide a receipt for all purchases. If it is a restaurant receipt, please include the attendees in a comment in the ticket.
Business purpose: Please include a business purpose in the ticket comments that includes relevant information like why, where, how, etc.
Yale Medicine Requirements
If you are purchasing a good or service on your p-card or personal credit card for reimbursement, you must either provide an email with your manager’s approval or complete the YM Expense Reimbursement Form (below) for each Expense Report. Be sure to attach either a PDF of your manager’s emailed approval or the signed form below to the ticket.
More information about Yale policy is available from Yale Procurement at https://your.yale.edu/work-yale/financial-management/procurement/procurement-tools