Employee Reimbursement Process

1. 1. Generate Reimbursement Request

1.1. A) Sign into purchasing.ecrchs.net (Login with google) Click this link on the right.

1.2. B) Select "Purchasing" then "Reimbursement Request"

1.3. C) Create Reimbursement Request.

1.3.1. Please be as specific as possible:

1.3.2. You are the Requester

1.3.3. The "Payee" is who the check is to be issued to. If you are submitting a request for yourself, put your name. Otherwise, put the payee's name.

1.3.4. Enter the details under "Expense Details" about your reimbursement.

1.4. D) Save & SUBMIT

2. 2. Pending Assistant Principal Approval

2.1. AP Reviews and Approves/Deny's Request

3. 3. Purchase Items

3.1. Once approved you are now able to  incur and be reimbursed for the submitted school expense

3.2. Upon Approval the "Expense" form is auto-generated. Here is where you will attach your receipts.

4. 4. Submit Receipts

4.1. After the purchase, locate the "My Expenses" module.

4.1.1. 1) Scan Receipts and attach digital receipt to Expense Form

4.1.2. 2) Print "HR Expense" summary sheet & attach physical receipts

4.1.3. 3) Submit Electronic and Physical receipts to approving AP.

4.2. After Expense form has been modified to match receipts, click "Submit" to start the Expense Approval workflow - STEP 5

5. 5. Accounting Review

5.1. Accounting Team reviews the submitted receipt(s) / expense total and clicks "Reviewed"

6. 6. Expense Approved / Denied

6.1. Approver checks to assure original "Purchase Reimbursement" matches submitted "Expense" and checks for matching receipts

7. 7. Check Printed

7.1. Upon Expense Approval, the check is then released for printing

7.1.1. a. Check is Printed, logged with a Date/Time stamp of user printing the check and distribution option e.g. to be mailed

7.1.2. b. AP then Signs the check

7.1.3. c. Check released