There are many types of expenses including:

• Purchasing something, on eBuy
• Submitting an expense report (the Expenses module in PeopleSoft)
• Using a credit card
• Paying an invoice (a Special Item in eBuy)
• Booking travel (on Egencia)
• Sending a compensation check to a subject (eCheck)
• Incurring an expense from any internal department such as catering or the pharmacy
• Calling a taxi for a subject
• Obtaining and disbursing petty cash

If you spend any departmental money, you are responsible for keeping track of that expense and making sure that the correct amount and fund gets charged.   It is especially important to use the right fund number or right credit card in every transaction.  If you aren’t sure which fund to use, ask Diego.  If you ever use the wrong number—including times when you do it on purpose—tell Janice right away so the charge can be transferred quickly and correctly.

The Expense log files

When you spend money, you must record it in the Expenses spreadsheet, at common\confidential\expense_tracking\Expenses.xlsm, or in one of the specific log files for subject payments, petty cash, or taxi payments.

Receipts

You also need to keep a copy of the receipts. Each RA needs to file the receipts for each expense in his/her filing cabinet. Here are some tips

• Keep all receipts. If receipts are small, tape them to a piece of printer paper or scan as pdf and print a copy
• Keep the funds separate, and within each fund file the purchases by month.
• If multiple confirmations/receipts come for the same purchase, staple them together to avoid double counting
• Clearly distinguish between credit card expenses, purchases made through eBuy, and internal spending charged directly to the fund (e.g. pharmacy or catering charges)

Keep track of every subject payment in your study’s Subject_Payments log file.  These payments don’t need to be entered in the Expenses file, however you will need to reconcile them with the monthly spending report. Subject payments are PHI and any hardcopy records must be filed in a LOCKED cabinet the with other PHI.

Expense Reports

An expense report must be submitted for all travel costs, or whenever an employee is reimbursed for a personal expense. A receipt for every expense has to be included. The Expenses system is in PeopleSoft Finance, under the menu for “Employee Self-Service > Travel and Expense Center”.  All the related policies and procedures are on the Supply Chain intranet at http://supplychain.partners.org/resources/travel-central.aspx.