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  5. XIII.11 Submitting Travel and Expense Reimbursement Requests for Inactive Employees

XIII. Employee Expense Reimbursement

Guide to Financial Operations

XIII.11 Submitting Travel and Expense Reimbursement Requests for Inactive Employees

XIII. Employee Expense Reimbursement
Guide to Financial Operations

SECTION OVERVIEW AND POLICIES

The purpose of this section is to provide guidance to agencies on submitting Travel and Expense reimbursement requests for inactive employees for expenses that were incurred during the employee’s State service. If the former employee is doing business with the State in a new capacity, unrelated to their State work, those payments should be paid through the SFS AP module as appropriate.

When an employee is leaving an agency, the agency must lock the employee’s SFS user account and remove the employee’s SFS access when the employee no longer needs access to perform their role. Access should be removed no later than the employee’s last day of employment. For any questions relating to the lock or removal of access, please email the SFS helpdesk. Once access is removed, the employee’s status in PayServ and SFS changes to inactive. Although a proxy can create expense reports after an employee becomes inactive, agencies must undertake multiple steps for SFS to generate a reimbursement check to the inactive employee. Therefore, agencies should require departing employees submit reimbursement claims prior to separation from the agency.

Process and Document Preparation:

Agencies must pay employee expense reimbursement claims through the Travel & Expense module in SFS. This facilitates accurate reporting of taxable and nontaxable expenses and reconciliation of travel card charges.

If an employee has separated from the agency, the employee’s profile in SFS will have the status “inactive.” A proxy cannot create an expense report for that employee until the status changes to “active.”

To change an employee’s status in SFS to “active,” an agency’s Employee Data Administrator (EDA) must edit the employee’s profile within SFS by navigating to:

SFS Financials>Travel & Expenses>Manage Employee Information>Update Profile

  • Then, the EDA should use the Search By function to identify the employee using the Last Name or Employee ID.
  • Once the EDA locates the correct employee, the EDA must update the Employee Status Field using the Drop Down menu and change the employee’s status to “Active.”
  • If the employee has transferred to a new agency and their Employee ID is now associated to agency that is not your own, you will need to coordinate any updates with the new agency.
  • Then the EDA should Save the change.

The status of “active” will remain in effect until the next PayServ load into SFS. Therefore, Agencies should ensure they allow sufficient time to change the status, create the expense report, approve the expense report and have it audited and approved at OSC before the next PayServ load into SFS. To facilitate timely audit and approval at OSC, an agency should email the OSC Voucher Audit Team and request that the expense report be expedited.

Guide to Financial Operations

REV. 01/14/2020