Expense Reports (P-Card and Reimbursements)

Owned by Justin Fansler
Last updated: Aug 23, 2024 by Davita Viale
3 min read

Each time you spend money on your p-card or request a reimbursement, an expense report must be generated through Workday by the Business Operations team 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:

  1. Email receipts:

    1. Forward your receipts to commsfinance@yale.edu.

    2. 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.

  2. Create a ticket:

    1. login to https://ysmweb.atlassian.net/servicedesk/customer/portal/7/group/25/create/42

    2. 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.

Type of Reimbursement


Who can obtain/utilize

Expectations

Type of Reimbursement


Who can obtain/utilize

Expectations

P-Cards
University Policy Links https://your.yale.edu/work- yale/training/financial- training/purchasing-card- pcard
https://your.yale.edu/policies- procedures/procedures/3215- pr02-yale-expense- management-pcard-and-out- pocket-expenses

P-Cards will be issued based on need. In order to obtain a P-Card, an employee must:

  1. Submit a request explaining the business need with their manager’s approval and the Yale Medicine Lead Administrator’s approval documented.

  2. Yale Medicine’s finance office will then review for appropriateness and if there are no concerns, submit to Yale University to obtain a P-Card.

  3. As a general rule, Yale Medicine will not issue P-Cards for periodic travel and food orders. That type of infrequent use should be filtered through a department resource (likely an administrative assistant) but would require the same expectation as using an assigned P-Card (see expectations).

Once a Yale Medicine Administration employee obtains a P-Card, the individual must follow the following policies/guidelines:

  1. The P-Card user must follow all Yale University policies first and foremost. Those policies can be reviewed at the website(s) linked in this policy with questions filtered through Yale Medicine Finance.

  2. In addition to the University policy, all expenses must be approved by an employee’s manager or peer reviewer using the attached form, along with the receipt(s) and other relevant information.

  3. The P-Card user’s manager is responsible for reviewing and providing first level approval on all transactions for appropriateness and setting expectation about usage with the employee

Type of Reimbursement

Who can obtain/utilize

Expectations

“Out of Pocket” Expense Reports from a
Personal Credit Card
https://your.yale.edu/policies- procedures/procedures/3215- pr02-yale-expense- management-pcard-and-out- pocket-expenses

 

 

All Yale Medicine Administration employee’s on approved University travel and/or ordering approved University goods that do not require a P-Card.

Please refer to the included link to the University policy on out of pocket expense submissions.
Otherwise, the same process will apply for out of pocket expenses as does for P-Cards.
Reminder: The P-Card user’s manager is responsible for reviewing and providing first level approval on all transactions for appropriateness.

 

 YMA’s Finance office is responsible for the approval of purchasing card and out-of-pocket business transactions. If you have any questions on allowable expenses, please contact Tim Gomer (timothy.gomer@yale.edu)

 

Yale Medicine Expense Reimbursement Requirements
Per Workday expense report submission, please attach one of the following:

  1. Approvals for expense(s) via email with justification

  2. Approvals for expense(s) via signed form below with justification
    .
    Yale Medicine Expense Reimbursement Form
    This form should be fully completed with a detailed summary of the submission’s work purpose and include signatures from the reimbursee’s manager or peer reviewer
    Transaction Description
    Please describe the business purpose each item submitted for reimbursement.
    Approvals
    _
    Manager Signature
    _
    Print Manager Name

PROVIDE JUSTIFICATION HERE

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

More information about Yale policy is available from Yale Procurement at https://your.yale.edu/work-yale/financial-management/procurement/procurement-tools