Processing Employee Moving Expenses

There have been some minor changes to the process of paying for new employee moving expenses. An important change to note is the impact of employee status on the reimbursement method. Newly hired employees, who are not active in the system, can now be reimbursed using the single payment vendor code option. Once the appointment begins and there is an active record in PeopleSoft, they should be reimbursed as an employee.

Process for paying employees:

  • Complete the employee expense worksheet and the BA 1357 (Employee Moving Expense Reimbursement form)
  • Process the transaction through the Expense module in PeopleSoft using account code 720610 (employee relocation)
  • Print the bar-coded coversheet, attach original receipts and the BA 1357 form and route all to the Service Team
  • Service Teams will obtain approval from Dean's office, apply approval in PeopleSoft and forward the documents and receipts to Disbursements for imaging
  • Once approved in PeopleSoft, payment is made to the employee
  • Central Payroll is notified via email of the transaction. They review documents and notify employee of taxable and non-taxable values to be added to employee's gross compensation for withholding and reporting purposes

Process for paying vendors and new employees with future hire dates:

  1. Prepare a BA 1357 and the appropriate invoice. If paying a new employee with a future hire date, include a statement to justify using the single payment vendor code option
  2. Route forms with invoice and original receipts to the Service Team
  3. Service Teams will process payments to a third party as a Non-PO Related invoice in the Accounts Payable module using account code 720610 (employee relocation)
  4. Service Teams will obtain approval from Dean's Office, apply approval in PeopleSoft and forward the document to Disbursements for imaging
  5. Central Payroll is notified via email of the transaction. They review documents and notify employee of taxable and non-taxable values to be added to employee's gross compensation for withholding and reporting purposes

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This page contains a single entry by ludow006 published on October 8, 2008 12:18 PM.

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