The RIT Expense Reimbursement responsibility (found through both the myinfo and mybiz websites) is used for reimbursing university employees. The application is used for processing payments which were previously requested on an invoice payment form or a petty cash slip. This process is not currently used for reimbursing students, vendors, or for travel reimbursements.
If you are using the application for the first time, you will need to choose your default reimbursement method. If someone else will be entering your expenses, you will also need to designate them as a requestor.
Step 1: Log on to myinfo.rit.edu. The password for this application is unique (not tied to any other RIT passwords). If you have forgotten your password, you can self-request an email to reset it from the link on the log-on screen that says “Forgot User Name or Password?” If this does not work, please call Kimberly at 5-4905 or the ITS help desk (5-4357).
Step 2: Delegate someone else the ability to prepare your expense. If this does not apply to you, skip to step 3. From the Oracle homepage, select “RIT Reimbursement for Expenses", then “My Expenses Home.” In the middle of the screen near the top, you will see a link that says “Access Authorizations.” Once you have clicked on that, a new page will load and you should select the button on the left hand side that says “Add another row.” A white box will pop up with a magnifying glass next to it. Click on the magnifying glass, a pop up box will come up. (No pop up box? Temporarily disable your pop-up blocker.) Search by the last name of the person who you would like to enter for you; do not enter their first name. Click in the circle next to the name of the person who you want to designate, click on select. Then click the save button.
Step 3: Choose if you want your reimbursement paid to you electronically or by check. From the Oracle homepage, select “RIT Reimbursement for Expenses", and then “Select Expense Payment Method.” Click on the “Add” button at the bottom of the screen. On the next screen, use the drop down box to select the reimbursement method—“AP Check” will have a check sent to your home address and “Payroll Direct Deposit” will have the payment direct deposited to the account you have your pay going to (if you have more than one account, it will go to the account where your “remainder pay is going”). The Payable Set up if you want to set up an entirely different bank account. If this is the case you will need to send AP a direct deposit form.
You are now set up to self enter your payments or to have someone else enter on your behalf. If someone is entering on your behalf, you will still need to approve the submission before it can continue on the approval path to accounts payable. Original receipts will still be required for purchasing by AP in order to complete the reimbursement process. You will receive an email once the expense is entered and you need to take action. If you have any questions, please feel free to contact either Kimberly Jenkins at 475-4905 or Mary Kay Tyner at 475-7221.
You will need to apply all of the same information that you normally would include on an invoice payment form. Click here for more details.
How are the expenses routed for approval?
If the reimbursement is entered by a staff member for a faculty member, it will go to the faculty member for approval first, then to the faculty member’s manager. If the expense is less than $25, the direct manager of the employee can approve the expense. If it is $25 or greater, the expense will go to the manager and then follow the purchasing hierarchy for the department. If the direct manager is already on the hierarchy, the reimbursement will not escalate further.
Can I have a co-worker enter my reimbursements?
Yes, see step 2 above.
If I grant entry authorization to another person, can they change my reimbursement method or see my banking information?
No to both – each person has to set up their own banking information and only that person can see the details
If I am entering for another person, can I view the report after it is submitted?
Yes all reports for yourself and the individuals who have granted you entry authorization can be viewed from your “My Expenses Home” page, whether you entered the report or not.
Should the application be used to reimburse students?
The application should not be used to reimburse students. Students should still be reimbursed by using invoice payment forms or petty cash slips.
Are original receipts still required?
Yes, original receipts are still required by the Accounts Payable department. You can scan your receipts into the system for the purpose of manager approval, but Accounts Payable will not process your reimbursement until your original receipts with the coversheet (generated in the application) are received.
What if I need to charge another department or college?
You can charge another department by changing the account line on the “Expense Allocation” screen. The expense will automatically be routed according to the purchasing hierarchy of the department you are charging.
Can I enter mileage via this system?
Yes. On the “Cash and Other Expenses” screen you can click on the blue tab that says “Mileage Expenses” and enter your mileage. Be sure to include the business reason for your travel in the justification field.