AP Late Reimbursement Affidavit

Overview

The Accounts Payable Late Reimbursement Affidavit is used to provide evidence of a late reimbursement of expenses.

This form is available to All University of Idaho Employees who have access to Adobe Sign. Signatures can be collected from the Employee and their Supervisor if they have a valid email address, they don't need an Adobe Sign license in order to sign the agreement.

Instructions for filling out and submitting this form:

  1. Go to the Adobe Sign home page
  2. From the main page, under "Send a document for signature", select Start from library
  3. Navigate to Workflows
  4. Select "AP - Late Reimbursement Affidavit", and click Start.
    1. Enter the Employee Email (Required)
    2. Enter the Supervisor Email (Required)
    3. Enter additional emails to be CC'd (Optional)
    4. Update Document Name with additional information if desired
    5. Update the message that the signers receive if desired
    6. The workflow is already configured to use the appropriate PDF template
  5. Click Send. This will allow you to fill out the PDF, before it is sent out for signature.
  6. Fill out the form with the appropriate information
  7. Total Taxable Reimbursement will be automatically calculated
  8. Signature fields for Employee and Supervisor should be empty, they will appear when the form is sent out for signature
  9. Go to the bottom of the screen, and Click to Send

Template

The template is a pdf document with the following pre-defined fillable fields:

  1. Print Employee Name (Required, text)
  2. Phone (Required, phone)
  3. Chrome River Report Number (Required)
  4. Report Submission Date (Auto populated)
  5. Line items
    1. Expense/Purchase Date
    2. Description of Items Over 60 Days
    3. Amount
  6. Total Taxable Reimbursement (Calculated Field, sum of amounts)
  7. Reason for late reimbursement Request (Required)
  8. Employee Signature and Date (First Signer)
  9. Supervisor Name, Signature, and Date (Second Signer)

To access the template, perform the following steps:

  1. Go to the Adobe Sign home page, and select the Manage dropdown.
  2. Select the Templates tab
  3. Navigate to the AP - Late Reimbursement Affidavit Template.

Workflow

To access the workflow, perform the following steps:

  1. Go to the Adobe Sign home page, and select the Workflows dropdown.
  2. Select the Custom Workflows tab
  3. Navigate to the AP - Late Reimbursement Affidavit Workflow.

Document Storage

The final document is stored in the Adobe Sign cloud. Copies of the completed document are sent to the Originator (person who filled out the form), the employee, and their supervisor. A copy of the signed PDF is uploaded to Chrome River by the Originator.

 

Additional Information

 

 

 

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