EPISCOPAL DIOCESE OF EAU CLAIRE
WEEKLY EXPENSE REPORT
PDF and/or Excel
The attached Weekly Expense Report replaces the "Expense Fund Request" form currently in use. It has been designed to be quite user friendly and should aid both you and the Diocese in processing your request. What follows in a brief discussion concerning the use of the form.
General Overview - It has been developed for use in an electronic format and contains macros that will assist you in completing it properly. These macros are:
Dates: In the "Week Ending" cell enter any date that is a Sunday using the month/day/year format (i.e. 10/10/03) and press "enter" and all the dates of the previous week will automatically be entered in their proper columns.
Mathematical Calculations: As you enter your expenses in the various cells totals for the day and week by expense category will be automatically calculated. It will also calculate the amount due including the deduction of any advance received.
What follows in a brief discussion of the information needed to process your expense re-imbursement request:
a. Name and Address cells - Please include the address where you would like the expense check delivered.
b. Purpose of Expense - Please provide a brief description of the reason for the request.
c. Dept. No & Acct No. - Will be entered at the Diocesan office.
d. Start/Interim Stop/Finish - If traveling please enter the start and end of your trip even if you returned to your starting point on the same day.
e. Miles Traveled - Enter only the total miles traveled by personal auto.
f. Pers. Auto Ex. - Enter the resulting personal mileage cost using he current rate of $0.365 per mile.
g. Air/Rail Exp. - Expenses for transportation costs experienced during your trip. If round trip expenses were incurred show the entire expense on the day you returned. These costs should be included in the daily detail of expenses even if the Diocese has prepaid your fare.
h. Other Trans Expense - As indicated on the form this category includes expenses for other transportation costs such as bus, taxi, parking, etc. If tips are involved also include them with the basic fare cost.
i. Hotel - Include only those expenses for the room and tax. Other expenses such as room service, telephone, administrative (copying, fax, etc) should be included in their proper category.
j. Meals - Include meals purchased for yourself and others. Receipts for individual meal expenses of less than $10.00 will not be required.
k. Telephone - Expenses for land-line telephone calls.
l. Car/Cell Phone - Expenses incurred for calls made on your cell or car phone. The Diocese will not pay monthly service charges unless previously approved.
m. Postage/Office - Expenses include charges for copying, faxing, mailing, etc. Receipts for less than $10.00 will not be required.
n. Other - Include expenses not suitable for the above categories. Examples include: conference admission, conference supplies, laundry, etc. Receipts must be included.
o. Advances if any - include both cash and in-kind advances made by the Diocese in your behalf. This includes prepaid transportation, hotel, conference admission, etc.
p. Amount to You/Amount to Diocese - This will be automatically calculated based on the information entered above.
When completed please attach the necessary receipts and forward to Pete Dawson for processing. If you have any questions or comments he can be reached at (715) 835-3331. |
