Expense Reimbursement Guide - Xavier University · 2020/06/20 · additional information collected is related to policy, IRS regulations, best practice, or reporting needs. For example,

Expense Reimbursement Guide This guide will review how to submit employee expense reimbursements.

Contents

Contents Expense Reimbursement Guide .................................................................................................................... 1

Logging In .................................................................................................................................................. 2

Expense Reimbursement Process ............................................................................................................. 2

Employee Expense Reimbursement Submission ...................................................................................... 3

Submitting a claim ................................................................................................................................ 3

Expense Type ........................................................................................................................................ 5

Completed Entry ....................................................................................................................................... 6

Save ....................................................................................................................................................... 6

Submit ................................................................................................................................................... 6

Cancel .................................................................................................................................................... 6

Budget Checking ................................................................................................................................... 6

Expense Reimbursement Statuses ............................................................................................................ 7

Approved ............................................................................................................................................... 7

Declined ................................................................................................................................................ 7

Copy Claim ............................................................................................................................................ 7

Downloaded .......................................................................................................................................... 8

Incomplete ............................................................................................................................................ 8

Pending ................................................................................................................................................. 8

Viewing Expense Claims ............................................................................................................................ 8

Appendix 1 .................................................................................................................................................. 10

XavierBuy – Expense Reimbursement Guide

XavierBuy Expense Reimbursement Guide Page 2 Last Updated: 6/20/20

Logging In

1. Open your web browser. Chrome, Firefox, Safari, and Edge are recommended. Internet Explorer is

also fine as long as it’s the most recent, updated version.

2. Log into Xavier’s Web Intranet and find the link to XavierBuy on the Employee Hub, under Systems.

https://www.xavier.edu/employees/systems

OR

1. In the address field, type https://xavier.XavierBuy.com.

2. The Xavier University login page will appear.

3. Enter your single sign-on username and password and login.

4. Your XavierBuy home page will appear.

If you experience any issues logging in, please contact [email protected].

Expense Reimbursement Process

Once employees expend personal funds on behalf of the University, they are responsible for submitting

an expense reimbursement request through XavierBuy. These requests should be submitted within 30

days of the date the expense was incurred. All requests for employee reimbursement require support in

the form of itemized receipts or other justification such as a mileage map See Appendix 1. Employee

Expense Reimbursements can be submitted after the expense is finalized or, in the case of travel, can be

entered daily and saved and submitted after the employee returns. All receipts must be attached. If the

employee loses a receipt and cannot get an alternate receipt in its place from the vendor, the Employee

must contact the Accounts Payable Manager via email explaining the situation and requesting the

process for those funds to be reimbursed.

The approval routing for Employee Expense Reimbursements will be first based on the employee’s

department head and will follow with approval based on the FOAPAL** for each line item on the

reimbursement along with the subtotal of the reimbursement. Employee Expense Reimbursements will

not be paid to the employee until all approvals have been received. Employees will receive payment via

check or direct deposit and based on their specified designation within Banner.

** FOAPAL is an acronym for FUND – ORGANIZATION – ACCOUNT – PROGRAM – ACCOUNT – LOCATION.

These are the numbers that provide the accounting department the ability to trace all transactions of

university funds. As of June 2020, Account (A) is not used by the University and Location (L) is only used

by the Physical Plant Department.

https://www.xavier.edu/employees/systems

https://xavier.unimarket.com/



Employee Expense Reimbursement Submission

Submitting a claim

You will need to submit your expense claim through XavierBuy.

Log in to XavierBuy. Click the shopping bag then select expenses.

When in the expense module, you can select Submit Expense

Claim from the navigation menu or click the Create button on the

right-hand side.

You must then name your claim and add a brief description. The

attachment section is at the header level. You must attach your

receipts at the header level or individual line level. All receipts

must be present.

You will then click Add Expense to begin itemizing your expense

reimbursement.

Claim Name should be formatted: Last name: Description



Clicking “Add Expense” will open a new window where you will begin to enter a transaction for each

expense type. All fields notated with the * are mandatory. The expense type chosen will determine if

any additional information is required. When finished, you can click “Add” if this is your only item or

“Add More” to add additional items.

**Receipts should be

attached at the expense line

level.



Expense Type

The expense type chosen will determine the supporting documentation need for each expense. The

additional information collected is related to policy, IRS regulations, best practice, or reporting needs.

For example, if you are entering travel, you will need to enter the mode of transportation along with

mileage. This allows us to provide data for our sustainability measures.

Expense Type Default Account Description

Airfare 702051

Airfare - Recruiting 702053

Airfare - Scouting 702054

Airfare - Team Travel 702052

Automobile Rental 702151

Automobile Rental - Recruiting 702153

Automobile Rental - Scouting 702154

Automobile Rental - Team Travel 702152

Bus/Van - Recruiting 702103

Bus/Van - Scouting 702104

Bus/Van - Team Travel 702102

Conference/Training/Seminar Fees 702402

Entertainment 702452

Entertainment Sports Events 702451

Food / Meals 702403

Gas - University Vehicles 702501

Lodging 702251

Lodging – Recruiting 702253

Lodging – Scouting 702254

Lodging - Team Travel 702252

Meals – Recruiting 702303

Meals – Scouting 702304

Meals - Team Travel 702302

Mileage – Recruiting 702203

Mileage – Scouting 702204

Mileage - Team Travel 702202

Mileage Reimbursement 702201

Other Travel 702351

Other Travel – Recruiting 702353

Other Travel – Scouting 702354

Other Travel - Team Travel 702352

…



Completed Entry

Save

Clicking Save on your Expense Claim will allow you to

come back into the claim to make any adjustments or

add additional line items. It will put your expense claim in

an incomplete status.

Submit

Clicking Submit will forward your expense claim to the

approval process. All expense claims must first be

approved by the supervisor and then proceed through

the approval chain associated with the FOAPAL used on

the claim. If multiple FOAPALs were used, the claim

would need to pass through the approvals for all

FOAPALs before going to an approved status.

Once a claim is submitted, no further changes are

allowed. An Approver may make some changes to

FOAPAL or add an attachment if necessary. If any other

kind of change is needed, the approver would need to

decline the claim and the claim will need to be entered

again. You can copy a declined claim to edit the

necessary line items that needed to be updated.

Cancel

Be careful when clicking Cancel!

Clicking Cancel will close your expense claim without saving it and you will lose all the data entered. You

will not receive a confirmation message. It will return you to the View Expense Claims screen.

Budget Checking

Once you have selected “Checkout” the system will be doing a real-time budget check with Banner to confirm that the FOAPAL(s) you entered on your Requisition/Expense. If there is enough budget for the FOAPAL(s) you identified, then the Requisition/Expense will route directly to the Approval Workflow process. If there is not enough budget for your FOAPAL(s) then the system will generate a “Soft Stop” yellow warning message letting you know that there is insufficient budget and for which line item.



If you receive this warning message you can still proceed with the Checkout process by simply selecting Checkout to submit your Requisition/Expense to the Approval Workflow process. The system will also keep a record of the user who continued the checkout process by recording their user information as part of the “History” for the requisition.

Expense Reimbursement Statuses When viewing your Expense claims, you will notice that the claims can be in various “States”. The

specific state will indicate where your expense claim is in the approval process.

Approved

This means the expense reimbursement claim has proceeded through not only the Department approval

chain but the FOAPAL approval chain(s) as well.

Declined

When an expense reimbursement claim in is the declined state, it means that the claim has been

rejected for a specific reason. When a claim has been declined, the approver must submit a reason for

denying the expense. You will receive an email notification that contains the reason for denial.

If the reason for the declined was that a correction needs to be made or additional documentation is

required, you will need to provide that to your approver so they can add it or if it is declined, submit a

whole new claim. (See Submit section above). However, instead of having to rekey the entire claim and

upload all your receipts, XavierBuy allows you to copy the claim and make changes before resubmitting

it to the approval process.

Copy Claim

Locate the expense claim that was declined (You can search based on the claim number included in the

email notification). When found, click on the claim number. This will open the claim.



Rename the Claim to indicate it was revised. Make any changes needed by clicking on the edit button on

the specific line item. Click resubmit to begin the approval process again.

Downloaded

An expense in the downloaded status, means that the claim has been transmitted to Banner in the

overnight process. Employee’s expense reimbursements will be paid by check or ACH depending upon

the employee’s payment election in Banner. The ACH form for Expense Reimbursements is different

than the one used for payroll distribution. The ACH form for Expense Reimbursements must be

completed prior to submitting a reimbursement request. There is a link to the form on the main

dashboard of XavierBuy when you first log into the system.

Incomplete

An expense reimbursement claim will remain in the incomplete status until the claim is submitted. In

this state, any changes can be made to the claim.

Pending

An expense reimbursement claim will be in the pending status as it proceeds through the approval

process. No changes can be made to the claim in this status.

Viewing Expense Claims From the XavierBuy home page, click the shopping bag then select expenses.

When in the expense module, you can select View Expense Claims from the

navigation menu. You will then see all of your expense claims entered and

the current status if the claim.



You can also filter your claim by using the filter criteria in the header section. Clicking the

down arrow will reveal additional criteria.



Appendix 1

Documents

Expense Reimbursement Guide - Xavier University · 2020/06/20 · additional information collected is related to policy, IRS regulations, best practice, or reporting needs. For example,