Print Page     Feedback      

Time Limits on Expense Reporting

| Out-of-Pocket Timing Limits | GEMS Card Timing Limits |

Out-of-Pocket Timing Limits

While there are no University policies mandating how long you have to submit expenses, your division/department may have guidelines. Check with your division or department leadership to find out if they have any rules dictating how long you have to enter expenses in order to be reimbursed.

If your division or department leadership does not have a preference, you may request reimbursement for legitimate University out-of-pocket related expenses at any time.

^ back to top

GEMS Card Timing Limits

With the exception of advance purchased airfare and hotel fees, transactions that are made on your GEMS card should be reconciled in 30 days or less. The following measures are in place to enforce this policy.

When your transaction is available in the GEMS system
You will receive an email informing you that you can log in and begin reconciling your expenses.

After 30 days
If you have not reconciled a GEMS card transaction, you will receive an email from the system reminding you that you must account for the expense.

After 60 days
If you have still not reconciled a GEMS card transaction, you will receive an email from the system reminding you that you are overdue and must account for the expense. Your approver will be copied on the email.

After 90 days
If you have still not reconciled a GEMS card transaction, you will receive an email from the system reminding you that it has been 90 days and that you are still overdue. Your approver and Financial Services will be copied on the email. Financial Services will look into the matter and, if negligence is suspected, supervisory action may be taken.

Learn more about configuring your email notification preferences.

^ back to top