Expense Claims for Field Experiences

How to complete Expense Claims On Line Allocation Information

 Setting up an online Account

Before starting with the instructions below, you are required to setup your account in order to get email/bridge access.

Start by going to this link:   Bridge

Click the 'need a username?' link on the right hand side of the bridge login page and enter your ID (e.g. 000223223) and Birthday. It will ask for your PIN, by default this is your birthday in the form dd/mm/yy. You will then be told if a pre-existing was already found, click the 'Proceed with this Username' button and setup your security questions and create a new password. Once you have done this you will have access to both the Bridge and Email accounts.

Submitting a Claim

My instructions below begin once you have been assigned a Username and Password.

  1. Open Firefox (should take you to the UofL Notice Board, otherwise go to the Bridge.
  2. Username
  3. Password
  4. OK
  5. Financial Services
  6. Personal Reimbursements
  7. Online Expense Claim
  8. Continue
  9. Create an Expense Report
  10. Report name (e.g. PS III and Ed 2500 Fall 2007)
  11. From:  Using calendar select first day of travel
  12. To:  Using calendar select last day of travel
  13. Continue

Please include Financial and Activity Codes on your Claim.

Financial Code will always be _Field Experience 11005-4315-1201

Activity Codes:          Ed 2500—use Educ-1601 ED 2500

                             PS I—use Educ-1604 PS I

                             PS II—use Educ-1607 PS II

                             PS III—use Educ-1613 PS III

                                                      Ed 4510/4520—use Educ-1610 ED 4500

 

TIP:         Type in “Field” then use tab key

                           Type in “1604” then use tab key

Note: List Expense Types for each practicum separately as they are paid out of different accounts. (e.g. Do not combine expenses for Ed 2500 with Ed 3500). Group your expenses together so you only have one entry for each practicum rather than an entry for each trip you make (e.g. Ed 2500 mileage 338 km; meals $46.00; public relations $19.87).

14.     Record Expense—Example One

                           a)         Date—Using calendar select last day of travel

                           b)         Expense Type—Mileage Per Diem

c)         Region—Alberta

d)         Number of kms—2112

e)         Payment Method—Cash

f)         Receipt—Not required

g)         Description—Six return trips to Medicine Hat on Nov. 1,6,12,15,18 @ 24 at           kilometers each.

h)         Allocation

1)                  Charge to Department—Education

2)                  Financial Code--_Field Experience 11005-4315-1201

3)                  Activity—See above

i)         Done


To Add another expense to the same claim, click on Add Expense

15.     Record Expense—Example Two

a)         Date—Last day of travel

b)         Expense Type—Meal Daily Per Diem  (Note:  Fields marked with a red asterisk (must be completed) will vary depending on Expense Type)

c)         Region—Alberta

d)         Nbr of units—1.00

e)         Payment Method—Always Cash

f)         Receipt—Not required

g)         Description—Meals in Medicine Hat (Nov. 11 and Nov. 15)

h)         Allocation (Must be completed)

1)                  Charge to Department—Education

2)                  Financial Code--_Field Experience 11005-4315-1201

3)                  Activity—See above

i)         Done

To Add another expense to the same claim, click on Add Expense

16.     Record Expense—Example Three

a)         Date—Last day of travel

b)         Expense Type—Public Relations (goodies for Teachers)

c)         Region—Alberta

d)         Spent Amt—17.00

e)         Payment Method—Cash

f)         Receipt—GST receipt included

g)         Description—Cookies for Teachers in Medicine Hat

h)         Allocation

1)                  Charge to Department—Education

2)                  Financial Code--_Field Experience 11005-4315-1201

3)                  Activity—See attached

i)         Done

15.     In order to complete report you must click on “Add Expense”

16.     Complete Report

17.     Submit

Please attach receipts to your Faculty Travel Log (Excel spreadsheet) and submit to Field Experiences.  Thanks for your patience and cooperation.

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