Expense Reimbursement Request Form Guide
Expense Reimbursement Form Guide:
Who can use the form?
User Type
Action
Submit reimbursement requests for their own expenses only.
- Practice Managers
- Regional Directors of Operations
- Medical Directors
- GVP Clinical Operations
- Support Center Managers
Submit reimbursement requests for themselves and/or on behalf of team members, if necessary. They will also serve as approvers.
Submitting the Form as a ‘Team Member’
Desktop
** Please Note: Each expense reimbursement request type (i.e. Meals & Entertainment, Uniforms, etc.…) should be submitted as an individual form. **
- Log into Dayforce
- Select ‘Team Member’ role
- Click on the ‘Profile’ icon in the home screen
4. Click on the ‘Forms’ tab
5. Under Payroll, click on the ‘Expense Reimbursement Request’ line item
6. Fill out all required fields (Please ensure all required fields are completed before submitting, including uploading receipt(s) and adding a comment that explains the purpose of the reimbursement) :
- Expense Type
- Vendor/Payee/Place of Purchase
- Date of Expense
- Amount
- Receipt (Required in order to submit for reimbursement)
- Comment
7. For mileage reimbursement, before filling out the form, go to MapQuest, enter your start and end points, and scroll down to see your total mileage and reimbursement amount. Take a screenshot of this and upload it when completing your expense form.
Mobile
** Please Note:
-
Expense forms submitted via the Dayforce Mobile App can only be submitted by team members themselves. Hospital Managers cannot submit on behalf of team members through the mobile app. This functionality is only available on the desktop version.
-
Each expense reimbursement request type (i.e. Meals & Entertainment, Uniforms, etc.…) should be submitted as an individual form. **
- Log into Dayforce
- Select ‘Team Member’ role
- Click on the three dotted ‘More’ icon
4. Click on the ‘Forms’ tab
5. Under Payroll, click on the ‘Expense Reimbursement Request’ line item
6. Fill out all required fields (Please ensure all required fields are completed before submitting, including uploading receipt(s) and adding a comment that explains the purpose of the reimbursement) :
- Expense Type
- Vendor/Payee/Place of Purchase
- Date of Expense
- Amount
- Receipt (Required in order to submit for reimbursement)
- Comment
7. For mileage reimbursement, before filling out the form, go to MapQuest, enter your start and end points, and scroll down to see your total mileage and reimbursement amount. Take a screenshot of this and upload it when completing your expense form.
Hospital Manager Submitting Form on Behalf of a Team Member:
** Please Note: Each expense reimbursement request type (i.e. Meals & Entertainment, Uniforms, etc.…) should be submitted as an individual form. **
- Log into Dayforce
- Select ‘Hospital Manager’ role
- Click on the ‘People’ icon in the home screen
4. Search for Team Member utilizing name and/or Dayforce ID number
5. Apply Filter
6. Click on the Team Member’s name
7. Click on ‘Forms’
8. Under Payroll, click on the ‘Expense Reimbursement Request’ line item
9. Fill out all required fields (Please ensure all required fields are completed before submitting, including uploading receipt(s) and adding a comment that explains the purpose of the reimbursement) :
- Expense Type
- Vendor/Payee/Place of Purchase
- Date of Expense
- Amount
- Receipt (Required in order to submit for reimbursement)
- Comment
10. For mileage reimbursement, before filling out the form, go to MapQuest, enter your start and end points, and scroll down to see your total mileage and reimbursement amount. Take a screenshot of this and upload it when completing your expense form.
Approval Process:
1. Managers will navigate to the Messaging Center in Dayforce
2. Navigate to the “Actions” option on the left-side menu
- Click on the pending expense reimbursement form
- Review all details of the request including the attached receipt
- At the bottom of the page, select Accept or Reject and add a Response to the request
Approvers will:
- Review and verify the expense details.
- Be able to correct submission errors to amounts and/or expense type prior to approving if needed.
- Choose to approve or deny.
- If rejected, the approver will be required to add a comment requesting more information, and the submitter will need to submit a new form.
- Once final approvals are in, the reimbursement request is sent to Payroll for processing.
Expense Code Description Guide:
Expense Type
Definition
CE Expense
Continuing Education
Expense Reimbursement- Travel
Expenses relating to traveling away from home for work-related purposes
Use MapQuest to calculate mileage reimbursement
Licenses/Dues/Member & Renewals
Fees paid to support and maintain membership in a group, club, or association
Meals & Entertainment Expense
Costs incurred for food, beverages, and activities related to conducting business
Uniforms
Cost of clothing and accessories required for a job
Other
All other expense reimbursements not covered in this list
Need Help?
If you encounter any issues, please contact the People team by creating a Dayforce/Payroll ticket in our Helpdesk (uvc.freshservice.com/support/home).