1. eReimbursement Enhancements Coming October 27, 2017!

2. What is Changing? eReimbursement form in Ariba will be updating with:
New wording of the travel expense question
New questions and verification relating to food per diem compliance
New questions and verification relating to receipt documentation
Please hold all questions until the end of the presentation. At that time, you can use the chat feature to ask questions.
Thanks!!!

3. Let’s review these updates in Ariba

4. Travel Expense Question Update Why?
To reduce confusion about the type of travel related expenses that are allowable through eReimbursement, the current question will be modified and an additional follow-up question will be added relating to purchased meals.  We hope that this will help filter meal expenses to the proper compliance channel.
To know what an allowable travel expense is, refer to the Travel Office website.
Phone:

5. Travel Expense Question
Current travel expense question

6. Updated Travel Expense Question
Updated question.
If you say No, you will proceed to the next step of the XR.
If you say Yes, a new follow-up question will be added.

7. Travel Expense Question
If you say No to the new follow-up question, you will receive a Stop message. This will let you know to do an Expense Report (ER) instead.
If you say Yes, you will move forward to the next step of the XR. This means the expense is allowable to process on an XR.

8. Food Per Diem Verification Why?
Updates to Ariba are being added in order to ensure proper compliance for state required food per diem limits.
Food Compliance General Information
Per diem rates are accessible on the webpage below by finding the Costs per Meal section of the Travel page.
Expenses for food over the per diem limit should be charged to a non-restricted funding source (budget). See the Food Approval page for more detail.
A list of attendee names should be obtained and attached to the XR. Policy is specified in the “Payments/Reimbursements” section of the Food Approval page below.
Food Approval webpage here:

9. Food Per Diem Verification
Current food related questions.

10. Food Per Diem Verification
New verification to attach list of attendees
New Food per diem compliance question

11. Food Per Diem Verification
If you say Yes to the food per diem question, you will move on to the next step of the XR.
If you say No, new department approval verification question appears.

12. Food Per Diem Verification
If you have approval, continue with the new verification questions that follow.
If you don’t have approval, you will receive a Stop message.

13. New Receipt Verification Why?
Changes are being added in order to ensure proper compliance with state required documentation retention. Receipt Compliance Detailed purchase documentation should always be maintained on file to support the expenditures made on behalf of the University of Washington. Any expense that does not comply with the Receipt Policy, should be charged to a non-restricted funding source (budget).

14. New Receipt Verification Why?
Receipt Policy Information can be found at the link below. This includes information relating to the Office of Financial Management (OFM) of the State of Washington waiver policy for documentation of expenses under $75. Ariba Scanning Policy from Records Management: “ARIBA is the University's electronic procurement system, which manages all ordering, purchasing, receiving, invoicing, sourcing, payments and reporting through a single point of entry. All paper receipts and other documents, which support these processes must be scanned, saved as PDFs, and attached to ARIBA.” Additional Resource: Post Award Fiscal Compliance Documentation Page:

15. New Receipt Verification Questions
New question added for receipts

16. New Receipt Verification
Answer Y,
Verification of attachment will be prompted
Answer N,
documentation verification

17. If the answer is No, a new verification will be added.
Receipt Verification
Written $75 waiver policy question. If unfamiliar with the $75 waiver policy, please see the hyperlink in this question.
If the answer is Yes, a new verification will be added. Please note, the written policy mentioned below does not apply to expenses over $75.
If the answer is No, a new verification will be added.

18. What to do before 10/27/17
Have all reimbursement requests fully approved by 5 p.m. on 10/25/2017.
If your XR is in Composing or Submitted status on or after 10/27, please be sure to select the Edit button and answer the new questions that have been added.

19. Any Questions?