Personal/Non Allowable | Scribe

    Personal/Non Allowable

    • Kristin Lawrence |
    • 0 step |
    • 2 minutes
    Follow this guidance when working with the personal/non allowable expense type: - If the employee is due a reimbursement from the report, the system will deduct the the amount due Duke from the employee's reimbursement. - If there is no reimbursement due or the reimbursement amount is less than the amount of the personal/non allowable corporate card expense, the employee must repay the amount of the personal/non allowable expense to Duke via a deposit at the University Cashier’s office. The Cashier/Bursar receipt number must be included in the expense report that includes the personal/non allowable expense along with an attached copy of the receipt as documentation.

    Scenario 1 – Personal/Non Allowable Corporate Card Expense – No Employee Reimbursement

    The employee repays Duke and provides the receipt from the deposit. Create an expense report. In the report, from the Expense tab, select **Add Expense**.
    From the **Add Expense** pop-up window, select the appropriate corporate card transaction from the **Available Expenses** list and add it to the report.
    In the **Expense** Screen, check the box next to the expense and select **Edit** to open the **Expense Detail** screen.
    In the **Expense Detai**l screen, in the **Expense Type** field, select the drop down.
    Select **695600-Personal/Non Allowable**.
    Enter notes in the **Describe Expense** field. This field is required. Select **Save Expense**.
    In the **Expense** Screen, the comments icon appears in the **Comments** column. You can select the **Comments** icon to view the comment.
    An audit alert appears at the top of the screen. Since this is an amount owed back to Duke, the **Amount Due to Duke** expense type MUST be used. Select **Add Expense** to add the expense.
    In the **Add Expense** window, from the **Create New Expense** tab, select the **695600 Amount Due Duke** expense type from the drop-down or search for it using the search field.
    In the **New Expense** tab, enter the **Transaction Date** when the employee repaid Duke, the **Amount of Deposit**, and the **Cashier/Bursar Receipt number**. Select **Add Receipt** to attach a copy of the cashier/bursar receipt. Select **Save Expense**.
    Select **Print/Share** and the **Travel & Expense Detail Report** to confirm entry accuracy.
    A new pop-up window opens. Scroll down the report to view the **Report Totals**. Ensure under **Employee Disbursements**, the **Amount Due University** is **$0.00**.
    Review the expense report and audit rules, ensuring all documentation is attached. Based on your role, either select **Ready for Review** or **Submit Report**.

    Scenario 2 – Reimbursement Due to Employee Partially Off-Sets a Corporate Card Personal/Non-Allowable Expense

    The employee repays Duke and provides the receipt from the deposit. From the **Expense** tab, select **Add Expense** to add the out-of-pocket reimbursement.
    This second example uses mileage as the out-of-pocket reimbursement. You may use **ANY** out-of-pocket reimbursement.
    From the **Expense Detail** screen, from the **Create New Expense** tab, select the **Personal Car Mileage** Expense Type from the drop down or search for it in the search field.
    Add the required fields for Personal Mileage, including using the mileage calculator or selecting **Receipt Image** to attach a mileage log. Select **Save Expense**.
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