SLIM EXPENSE SHEET INSTRUCTIONS These instructions will help you enter your expense sheet in the Fieldglass (FG) system *Please also refer to the FAQs located at the end of these instructions. Updated 10/2015

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Choose your expense codes

Enter your expenses

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Expense tips – Per Diem and Lodging

Expense tips – Mileage, Parking, Taxi

Expense tips – Airfare, Rental Car

Expense tips – Receipts and Attachments

Expense tips – Comments and Additional Attachments

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Expense Sheet FAQs How often should I submit my expense sheets? Expense sheets must be submitted weekly. Each expense sheet must not exceed a 1-week period (Sunday through Saturday). If your trip spans 2 weeks or more, submit an expense sheet for each week’s expenses. If I forget to include something, can I just submit another expense sheet? No. All expenses from 1 trip should be included in 1 expense sheet. Multiple expense sheets for the same trip will be rejected. (Unless spanning multiple weeks, as noted above.) What do I do if I don’t see the expense codes I need? Contact SLMO at 360-418-8321. We will verify a Travel Authorization is on file for you and add the expense codes in Fieldglass. Where do I find my Work Order String and ABM? Your manager should provide those codes to you. Where can I find per diem rates? You can find maximum allowable per diem rates at www.gsa.gov.

Expense Sheet FAQs cont’d Do I need to adjust my per diem amount if meals are provided? Yes. If provided, the meal amounts must be deducted from full or partial per diem days. Use the rates provided at www.gsa.gov – M&IE Breakdown. There are no hotels within per diem near my travel location. Can I stay at an over-rate hotel if my manager approves? No. You must research hotels within a 35-mile area of your travel location to see if they offer the government rate. Check www.fedrooms.com for more options. If are still unable to find a room, contact SLMO for further guidance prior to your trip. I couldn’t get a receipt from the hotel – can I just submit my confirmation e-mail for reimbursement? No. Unfortunately confirmations are not acceptable for lodging reimbursement. You must submit a paid, itemized receipt that details the room rate, tax amount, your name, the name and location of the hotel, and the dates of stay. You will need to contact the hotel for a receipt after the fact - most hotels are able to provide this to you at your request.

Expense Sheet FAQs cont’d Are laundry expenses reimbursable? Laundry expenses are reimbursable if in travel status for a minimum of 4 consecutive nights. Expenses are reimbursed at actual cost – not at a flat rate – and receipts are required. I took a day off while I was on my trip. Do I still receive per diem for that day? What about over the weekend? No. Per diem and lodging are only paid for days spent performing work. If you did not work for personal reasons, please indicate this in the comments section of your expense sheet. This rule does not apply to weekends when you are in continuous travel status. In that case, as long as you have worked both Friday and Monday, per diem is reimbursable for the weekend. How long will it take for me to be reimbursed? Actual reimbursement of your travel expenses is paid by your employer. You should contact them to find out the timeline for reimbursement. *Note: to expedite the approval process, please explain anything that is outside normal expenses in the Comments section of your Expense Sheet to avoid rejections.