Reimbursement Tracking

Signs | Reimbursements page and Markings | Reimbursements page

Reimbursable Tracking page

Reimbursable Status	Definitions	Actions to Take
Not Ready	Work order is in “Needs to be Issued”, “Issued”, “On Hold”, or “Final Review” status	No action to take until the work order is closed
Ready to Invoice	Work order is closed, but invoice hasn’t been generated. Once invoice is generated in this status, the reimbursable will either move to the “Needs Review” queue or is flagged as “Not Reimbursable”.	Go to Invoice Details page and fill out the Edit Reimbursable form. IF REIMBURSABLE: response to the `Is this reimbursable` question on the Edit Reimbursable form is: “Yes, this is reimbursable” Once theEdit Reimbursable form is submitted, the reimbursable status will update to “Needs Review”
Not Reimbursable	Work order is either under the $30 minimum to process invoices OR the work order was given a Task Order but is not an actual reimbursable.	The response to the `Is this reimbursable` question on the Edit Reimbursable form is either: “No, the invoice is under $30” “No, this is not reimbursable” Work order will not move forward in the review process.
Needs Review	When going through the Edit Reimbursable form, the work order is flagged as a reimbursable and is ready through move through the invoice process and be assigned to an approver to review.	Review invoice and populate `Batch #` and the Contract Labor form. Then fill out and submit the Email Invoice form. Once invoice is sent to approver, the status will update to “Waiting for Requester Approval” and requester will receive email notification.
Waiting for Requester Approval	Action is required by the approver to either approve or deny the invoice submitted.	If approver approves the invoice, the status will update to “Approved” If approver denies the invoice, the status will update to “Review Required for Approval”
Review Required for Approval	Approver denied the invoice and provided feedback on what needed to be fixed.	If an invoice needs “Review Required for Approval”, SMD staff will update the invoice or communicate with the requester as needed. Once the correction has been made, resubmit the Email Invoice form. Approver will then reapprove the invoice.
Approve	Approver approved the invoice and SMD can move forward with processing this invoice with finance.	Update `Sent to Finance` field to yes when the invoice has been sent. The `Date Sent to Finance` field will autopopulate with the current date. Once finance has approved the invoice, populate the `Approved by Finance` field and this will update the status to “Closed”
Closed