Expense Types

Purpose: Use this document as a reference for working with ctcLink expense types.

Audience: Faculty and Staff seeking travel reimbursement.

Travel Authorizations, Cash Advances, and Expense Reports all require the traveler to identify an Expense Type for each expense line entered. The Expense Type determines the additional information required to complete the expense line. Additionally, expense types are mapped to particular accounts (and therefore affect the accounting that is charged and reported). Local business practice dictates which expense types require receipts and what types of non-travel related expenses (if any) should be expensed. Use the following information to aid in selecting an expense type for a particular expense line.

Expense Type Description

Additional Information 

Account

Airline outside State of WA

Air travel is generally prepaid; if so, select Non-Reimbursable as the Payment Type and Nonbillable as the Billing Type.

606060

Airline in State of WA

606020

Automobile Rental

Select to represent vehicle rental. Other travel expenses such as mileage should be included as separate expense types. If the rental includes any weekends (any non-work hours), check local business practice to determine if the Payment Type should be Taxable Fringe Benefit.

606040

Communication Miscellaneous

Select to represent hotel internet access, remote faxing, etc.

603020

Hotel outside State of WA

Select to represent a hotel stay. Include one expense line to represent the per diem room charges only. Itemize parking, internet fees and etc. as separate expense lines.

606050

Hotel in State of WA

606010

Meal outside of WA Breakfast

Meal amounts are determined by per diem rates in association with the expense location. Policy governs reimbursement eligibility. Refer to local business practice regarding policy and occasions in which the Payment Type should be Taxable Fringe Benefit.

606050

Meal outside of WA Dinner

606050

Meal outside of WA Lunch

606050

Meal in State of WA Breakfast

606010

Meal in State of WA Dinner

606010

Meal in State of WA Lunch

606010

Miscellaneous

Select to represent items not represented by any other Expense Type.

606040

Printing / Reproduction

Select for external printing / publishing resources for business related materials.

603060

Periodicals / Subscriptions

Select for magazines, trade publications, and other business related materials and associated subscriptions.

603090

Supplies

Select for work-related supplies.

603010

Transportation Mileage

Select to expense mileage based on travel distance and mileage rates.

606030

Transportation Other

Select to expense travel based on time and gas or for other expenses related to travel.

606040

Transportation Toll

Select for tolls and ferries paid during work-related travel.

606040



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