Frequently Asked Questions: Professional Expense Reimbursements in AggieExpense

See the Instructions on completing the AggieExpense report for professional expense reimbursements.

• Since these expense types are in AggieExpense, is it OK to pay for these out-of-pocket, rather than using established Purchasing processes or my Procurement Card?
• No. Purchasing at UC Davis should always follow proper procedure and systems, which includes Aggie Enterprise. or a Procurement Card. Any out of pocket purchasing of professional expenses is an exception to policy. Reporting these reimbursements through AggieExpense helps track and remedy occurrences of non-compliant purchasing.
• Am I allowed to use my Travel Card to purchase professional expenses, which are not related to Travel or Entertainment?

• No. Professional expense transactions should be processed on a Procurement Card or Requisition in Aggie Enterprise. 

  Exception: Professional Memberships and Certifications are permitted on the Travel Card without exception.

• When someone mistakenly uses their Travel Card to purchase supplies or other items, should the charges be reconciled using AggieExpense, or should the individual pay U.S. Bank directly, and then seek reimbursement for out of pocket expenses?
• The expense should be reconciled in AggieExpense.  In addition, the cardholder is required to request an exception to policy for using the Travel Card inappropriately (email travelhelp@ucdavis.edu).
• Is this AggieExpense report type intended for out-of-pocket reimbursements, or should it be used to pay for supplies and other items purchased using my Travel Card?
• It is only designated for out of pocket reimbursements. The only exception is for Professional Memberships and Certifications.
• Since we can be reimbursed for professional business expenses using AggieExpense, can I use my Travel Card to make purchases that I previously made on the Procurement Card, or through the Aggie Enterprise Purchase Order process?
• No. Professional expenses are to be processed using a Procurement Card, or through an Aggie Enterprise Purchase Order.. Any inappropriate use of the Travel Card also requires an exception to policy (email travelhelp@ucdavis.edu).
• Does the expense type Non-employee gifts or awards pertain to honoraria?
• No. Honoraria are to be processed using the Payment Request. Honoraria are taxable to the recipient, so UC employees should not pay honoraria out of pocket.
• Will requests for employee reimbursements submitted in Aggie Enterprise be disapproved since the process is available in AggieExpense?
• Yes, any reimbursements for expense types that are available in AggieExpense will be disapproved in Aggie Enterprise.
• I understand there are additional requirements if an employee (non-travel/entertainment) reimbursement exceeds $500.  What are those additional requirements? 
• Yes. If the reimbursement request exceeds $500, you will be required to attach a copy of the fully completed and signed Confirming Order Justification (on the Forms page) to the AggieExpense expense report.
• Since repair services are one of the expense types for AggieExpense report type 9 Professional Expenses, how do we ensure general liability is in place when a repair is done on-site?
• The proper way to ensure general liability (and other terms and conditions of a purchase) is to follow the appropriate repair order process, by completing the Requisition document in Aggie Enterprise. There is no assurance of liability protection when an employee pays out of pocket for a repair expense.
• Does this process mean the university endorses out of pocket purchases?
• No. Purchasing at UC Davis is to follow proper procedure and systems, which includes the Procurement Card, and Aggie Enterprise Purchase Orders. Any out of pocket purchasing of professional expenses is an exception to policy. Reporting these reimbursements through AggieExpense helps to track and remedy occurrences of non-compliant purchasing.