SOP_NUMBER: 406.07
TITLE: Expense Document Preparation - Miscellaneous Expense
REFERENCE_CODE: IVG01-0010
DIVISION: Administration and Finance Division
TOPIC_AREA: 406 Policy-Administration and Finance
EFFECTIVE_DATE: 2020-05-07
WORD_COUNT: 385
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105129
URL: https://gps.press/sop-data/406.07/
SUMMARY:
This policy provides instructions for employees to prepare and submit the Miscellaneous Expense Form for reimbursement of expenses that do not fall under travel expense statements. The form requires documentation of the item purchased, vendor information, account coding, and approval signatures. All forms and supporting receipts must be retained for five years.
KEY_TOPICS: miscellaneous expense reimbursement, expense form preparation, voucher processing, vendor ID, Chart of Accounts, employee reimbursement, expense documentation, receipt retention, purchase approval, Team Works system
ATTACHMENTS:
1. Miscellaneous Reimbursement Form
URL: https://gps.press/sop-data/406.07-att-1/
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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|
|**Policy Number:**406.07|**Effective Date:**5/7/2020|**Page Number:** 1 of 2|
|**Authority:**
Commissioner|**Originating Division:**
Administration and
Finance Division|**Access Listing:**
Level I: All Access|
**I.** **Introduction and Summary:**
The purpose of this policy is to provide specific instructions on how to prepare the
Miscellaneous Expense Form.
**II.** **Authority:**
A. O.C.G.A.: 50-18-90; and
B. ACA Standards: 2-CO-1B-05, 1-CTA-1B-02, 1-CTA-1C-10, 5-ACI-1C-19 (ref.
4-4066), 5-ACI-1B-03 (ref. 4-4027), and 4-ACRS-7D-17.
**III.** **Definitions:**
A. **Voucher Number** - Team Works number assigned when a voucher is
created/entered for payment.
B. **Chart of Accounts** - Statewide standardized listing of account numbers and
names.
C. **Vendor ID Number** - Team Works assigned number for vendors.
**IV.** **Statement of Policy and Applicable Procedures:**
The Miscellaneous Expense form is used when an employee incurs an expense that is
not reimbursable through a Travel Expense Statement.
A. Instructions for Preparing the Miscellaneous Expense Form:
1. Voucher #: Enter the system generated voucher number from Team Works.
2. Name of Person Requesting Reimbursement: Enter the employee’s name that
incurred the expense.
3. Vendor ID#: Enter the employee’s Team Work vendor number.
4. Item Purchased: Enter a concise and meaningful description of item purchased.
5. Account #: Enter appropriate number from the Chart of Accounts.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|**Policy Name:**Expense Document Preparation - Miscellaneous Expense|
|**Policy Number:**406.07|**Effective Date:**5/7/2020|**Page Number:** 2 of 2|
|**Authority:**
Commissioner|**Originating Division:**
Administration and
Finance Division|**Access Listing:**
Level I: All Access|
6. Amount: Enter the amount of the item.
7. Reason: Give a brief explanation as to why other purchasing procedures were
not used.
8. Reimbursement Requested by: Signature of person requesting reimbursement.
9. Approved by: Signature of the person who has the authority to approve
purchases.
B. The original Miscellaneous Expense Form shall be uploaded to an AP voucher
along with the original receipt(s).
**V.** **Attachments:**
Attachment 1: Miscellaneous Reimbursement Form
**VI.** **Record Retention of Forms Relevant to this Policy:**
Upon completion, this form and the original receipt (s) must be retained for five (5)
years.