Create an Employee Reimbursement

Employees will create reimbursements from the My AptaFund menu.

Administrators are able to create them from either the My AptaFund menu or from the Purchasing & Payables > Reimbursements menu.

Create an employee reimbursement

1. If you're an employee, select My Reimbursements from the My AptaFund menu, and that window opens.
   If you're an admin, select Employee Reimbursements from the Purchasing & Payables menu, and that window opens.

2. Click Add, and the Add Employee Reimbursement window opens.

3. Enter text in the Comments field to describe the reimbursement request.

4. Enter the Expense Date in mmddyy or mm/dd/yyyy format, or click the calendar icon to select the date.

5. Click Save, or click Save and Add if you want to create another reimbursement. The record is saved, and the Edit Employee Reimbursement window displays the header fields and the Requested Items grid.

6. In the Requested Items grid, click Add, and the Edit Reimbursement Item window opens.

7. Complete the fields as described. Required items are marked with a red asterisk (*).

• Description: Enter text to describe the item.

• Quantity: Enter a number with up to 4 decimal places.

• Unit Price: Enter a number with up to 4 decimal places.

• Units: Select from the pull-down list. Units of measure are designated in Purchasing Configuration.

• Amount: Read only; calculated as quantity x unit price.

• Account Code: You may submit the reimbursement without an account code.

• Enter the account code, or click the to open the Account Code Assistant, and use it to select the account. Note: When you begin typing an account code in the field, the Account Code drop-down will display the first of the found records, and you can scroll through the list to select the account instead of opening the account code assistant.

• If you need to split the transaction between multiple accounts, click the Allocation button. Click here for instructions on using the Account Code Allocation window.

8. If you need to add more items to the reimbursement, click the Save and Add button. Repeat steps 6-7 for the new item.
   If you're done adding items, click the Save button, and you're returned to the Edit Employee Reimbursement window.

9. When you've finished creating the reimbursement, click the Save button at the bottom of the popup to save the record,
   OR click the Save and Add button to create another record. Then repeat steps 3-8 for the new reimbursement,
   OR click Submit to submit the reimbursement. Note: You can also click Save and Add after submitting a reimbursement.

Return to Employee Reimbursements Window Overview

Return to My Reimbursements Window Overview

Return to ESS Employees Overview