Referral
ProgramEXPENSE REPORT FREQUENTLY ASKED QUESTIONS
Q: When is my expense report due?
A: Your expense report is due within 5 business days from the end of the period. If you turn your expense report in late, it will be included in the following period. See your SIS account representative for a schedule of the due dates.
Q: When is the end of the period?
A: SIS operates on a semi-monthly cycle. There are two periods a month, 24 annually. The semi-monthly periods are as follows:
Period One: For expenses from the 1st of the month through and including the 15th of the month; paid on the last day of the month.
Period Two: For expenses from the 16th of the month through the last day of the month; paid on the 15th of the following month.
Q: May I combine 2 or more periods on one expense report?
A: For a variety of reasons it is important to submit a separate expense report for each period. Expense reports that combine more than one period should be submitted only upon request of the client.
Q: What items may I include on my expense report?
A: The items that may be included on your expense report are dependent upon the client and the specific project that you are working on. Also, some clients set a predetermined limit that may be claimed for any one item. See your SIS account representative for the specific expenses that you may claim and any limits that may be associated with your expenses.
Q: How do I get my expense report approved?
A: Generally, your client manager must approve and sign your expense report. However, on some projects, approval of an expense report is obtained by SIS. See your SIS account representative regarding your specific project.
Q: What if I can’t get a manager signature on my expense report?
A: If you know your client manager will not be available for signature, contact your SIS account representative as soon as possible. Often an alternate client contact can be assigned, or a fax or email approval can be obtained. It is important to remember that your expense reimbursement cannot be processed without client approval of your expense report.
Q: Do I need receipts for the items on my expense report?
A: Except for mileage, all items on your expense report should be supported by a receipt. Some clients may not require receipts for small amounts. See your SIS account representative regarding your specific project.
Q: How do I submit my expense report?
A: Fax your completed and approved expense report, along with your receipts, to the SIS accounting department (415) 537-7111.
Q: How do I know that you have received my expense report?
A: To verify that your expense report has been received by SIS, call our accounting department at (800) 244-4990.
Q: Do I need to mail in my original expense report & receipts?
A: Unless requested to do so, you do not need to mail in your original expense report and receipts. A clear fax copy will usually suffice.
Q: Why is the amount of my check less than the total of my expense report?
A: There are several reasons your expense check may be less than your submitted expense report amount:
- You may have claimed an item that is not reimbursable by the client
- You may have exceeded a predetermined limit that the client will reimburse
- You may be missing receipts for some items that you have claimed
- There may be a calculation error on your expense report spreadsheet
You will be notified if your expense report has been adjusted.
Q: Why didn’t I receive my expense check?
A: There are several situations that can cause delay or non-receipt of reimbursement:
- Your expense report was received after the 5 day deadline
- Your name was not on your expense report
- Your expense report was not approved by the client
- Your change of address was not reported or updated
- You were missing receipts for the items that you claimed
- There was a technical problem associated with the fax transmission
If you follow the procedure outlined by your SIS representative, you should not have any problem receiving your expense reimbursement.
Q: Why can’t my expense reimbursement be a Direct Deposit to my bank?
A: The option for direct deposit is only available through our payroll system. Your expense reimbursement is not processed through payroll.
Q: Why does it take so long to receive my expense reimbursement?
A: After you submit your expense report it is audited item by item. At this time you will be contacted if there is a problem with your report (missing receipts, etc.). After the 5 workday deadline, client approvals are obtained (where applicable). All expense reimbursement checks are processed at the same time. This process can take up to an additional 5 workdays. Including time for the U.S. Postal service, you may not receive your expense reimbursement for 2 ½ to 3 weeks.
Q: Can I have my expense check express mailed?
A: Yes, one time or continued express mail service is available. To initiate express mail service, call the SIS accounting department at the time that you submit your expense report. A processing fee of $20 will be deducted from your reimbursement for each express mailed expense reimbursement check.
Q: How can I get a blank copy and an example expense report?
A: Blank expense reports are available on an Excel spreadsheet, as well as paper. Example expense reports are also available. See your SIS account representative regarding the report that you should use for your specific project.
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