Expense Reporting
Expense reports are the required tool for tracking, recording, and approving all expenditures of Georgetown funds that are either made on a Georgetown procard, or made through personal funds to seek reimbursement. Expense reports are first approved by the primary manager of the initiator, unless the initiator is a faculty member. Then it is reviewed by an expense report analyst for policy compliance with Georgetown University policies and relevant departmental policies, the more stricter taking precedence. Finally, it is reviewed by the cost center manager(s) and finance officers, which may vary depending on the amount and if grant worktags are used.
In accordance with the appropriate use of resources, all purchases must have a clear business purpose and adequate supporting documentation. Here’s what we need from you:
- Memo: For each expense line, describe fully what the item(s) were that were purchased and specifically the justification for it being an expense to Georgetown
- Business Purpose: Choose the most appropriate business purpose from the dropdown list.
- Worktags: Your default departmental worktags will populate here. If you are charging a gift, grant, or another department, make sure to change them!
- Itemized Receipts: These are required for any expense over $75 and should be attached to the expense line of the expense and show clearly what was purchased.
It is the responsibility of the Payables System’s Expense Analyst team to review expense reports for compliance to any relevant Georgetown University or departmental policies. It is the role of the finance officer to review the expense to confirm it is categorized to the correct worktags, and complies with the applicable budget.
Support Documents
Expense Report Creation Job Aid for ProCard Transactions
Expense Report Creation Job Aid for Employee Reimbursement
Spend Authorization and Expense Report Job Aid (includes Travel allocation & Advances)
Policies
Per the Georgetown Code of Ethics: Faculty and staff are responsible for managing and protecting University property, financial assets and other resources with appropriate care. As the recipient of donations, government and private grants, and other contributions, the University must be an effective steward of its resources. Faculty and staff should ensure that the University’s resources are used carefully and appropriately for the benefit of the University and in a manner consistent with all legal requirements. They should not waste University resources or use them for personal benefit or for the benefit of a non-University entity.
Training
The Payables Systems team offers monthly expense report training to help preparers submit complete and compliant reports. The training provides an overview of the expense report process, explains the reviewer workflow, covers relevant university policies, and shares tips and tricks to help you avoid delays caused by send-backs for non-compliance. Click to view training dates and register.