Employee Expense Report

What to Remember When Filling Out Expense Reports

  • Submit expense reports in a timely fashion. The IRS requires employee business expenses to be submitted for reimbursement within 60 days after the expense is incurred. If that deadline passes, the reimbursement becomes taxable for federal, state, FICA and Medicare. Withholding tax must be taken, and the agency will match FICA and Medicare tax paid by the employee.
  • Indicate if you are traveling instate or outstate in the upper left hand corner.
  • List name and home address in the appropriate fields.
  • Record SEMA4 number (not Tech ID or social security number), trip dates, Permanent Work Station (i.e. WSU Winona).
  • Indicate your job title and bargaining unit.
  • List the Cost Center number(s) in the upper right hand corner.
  • Use the meal designations, B = breakfast, L = lunch and D = dinner, in the Meals column to indicate which meals are to be reimbursed.
  • If you are staying overnight, your meal expense must be recorded in the 5th column (Total All Meals with Overnight). Meal expenses for one day trips, out and back same day, are recorded in column 4 (Total all Meals without Overnight).
  • Be sure to record your time of departure (on the departure date) and your time of arrival back (on your return date) in the Time column. Refer to the Meals reimbursement page for further details.
  • Two signatures are required for this form to be processed; the individual traveler, and their supervisor.
  • Be aware of fiscal year-end deadlines for submitting business expense reimbursements.
  • If you will be leaving employment, make sure you have submitted all reimbursements prior to separation.

Forms & Additional Resources