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The form cannot be used to pay relocation expenses, which must go to the Minnesota Management & Budget for payment. It covers reimbursement for authorized travel, settlement of travel advances, and repayment for small employee-paid cash purchases. It explains filing deadlines (within 60 days), required signatures, public-information limits, supervisor approval steps, mileage calculations, receipt requirements, and the option to mark a trip as having no further expenses.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":21,"@type":70,"position":76},"https://docshare.wps.com/template/invoices/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/employee-expense-report-instructions/171580/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/employee-expense-report-instructions/171580.png","ImageObject",442,249,{"name":88,"@type":89},"Paura","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/vnd.openxmlformats-officedocument.wordprocessingml.document","2026-10-16","2026-09-01",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",9,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"Can relocation expenses be submitted on this Employee Expense Report form?","Question",{"text":109,"@type":110},"No. Relocation expenses must be sent using the separate FI-00568 Relocation Expense Report and paid through Minnesota Management & Budget, Statewide Payroll Services.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"When must an employee submit an expense report after incurring expenses?",{"text":114,"@type":110},"Employees must submit an expense report within 60 days of incurring any expense, otherwise the reimbursement becomes taxable.",{"name":116,"@type":107,"acceptedAnswer":117},"What receipts are required for reimbursement claims?",{"text":118,"@type":110},"Attach itemized receipts for all expenses except meals, taxi services, baggage handling, and parking meters. Credit card receipts, bank drafts, and cancelled checks are not acceptable receipts.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},171580,1790460420,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":20,"category_name":21,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":73,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":9},13056712833777,"https://ap-avatar.wpscdn.com/davatar_29158cc5080c5b710cf443261637dec0","EMPLOYEE EXPENSE REPORT (Instructions)\nDO NOT PAY RELOCATION EXPENSES ON THIS FORM.\nSee form FI-00568 Relocation Expense Report. Relocation expenses must be sent to Minnesota Management & Budget, Statewide Payroll Services, for payment.\nUSE OF FORM: Use the form for the following purposes:\nTo reimburse employees for authorized travel expenses.\nTo request and pay all travel advances.\nTo request reimbursement for small cash purchases paid for by employees.\nCOMPLETION OF THE FORM: Employee: Complete, in ink, all parts of this form. If claiming reimbursement, enter actual amounts you paid, not to exceed the limits set in your bargaining agreement or compensation plan. If you do not know these limits, contact your agency's business expense contact. Employees must submit an expense report within 60 days of incurring any expense(s) or the reimbursement comes taxable.\nAll of the data you provide on this form is public information, except for your home address. You are not legally required to provide your home address, but the state of Minnesota cannot process certain mileage payments without it.\nSupervisor: Approve the correctness and necessity of this request in compliance with existing bargaining agreements or compensation plans and all other applicable rules and policies. Forward to the agency business expense contact person, who will then process the payments. Note: The expense report form must include original signatures.\nFinal Expense For This Trip?: Check this box if there will be no further expenses submitted for this trip. By doing this, any outstanding advance balance associated with this trip will be deducted from the next paycheck that is issued.\n1-Way Commute Miles: Enter the number of miles from your home to your permanent workstation.\nExpense Group ID: Entered by accounting or payroll office at the time of entering expenses. The Expense Group ID is a unique number that is system-assigned. It will be used to reference any advance payment or expense reimbursement associated with this trip.\nEarn Code: Select an Earn Code from the list that describes the expenses for which you are requesting reimbursement. Be sure to select the code that correctly reflects whether the trip is in state or out-of-state. Note:  Some expense reimbursements may be taxable.\nTravel Advances, Short-Term and Recurring: An employee can only have one outstanding advance at a time. An advance must be settled before another advance can be issued.\nTravel Advance Settlement: When the total expenses submitted are less than the advance amount or if the trip is cancelled, the employee will owe money to the state. Except for rare situations, personal checks will not be accepted for settlement of advances; a deduction will be taken from the employee's paycheck.\nFMS ChartStrings: Funding source(s) for advance or expense(s)\nMileage: Use the Mileage Reimbursement Calculation table to figure your mileage reimbursement. Mileage may be authorized for reimbursement to the employee at one of three rates (referred to as the equal to, less than, or greater than rate). The rates are specified in the applicable bargaining agreement/compensation plan. Note: If the mileage rate you are using is above the IRS rate at the time of travel (this is not common), part of the mileage reimbursement will be taxed.\nVehicle Control #: If your agency assigns vehicle control numbers follow your agency’s internal policy and procedure. Contact your agency’s business expense contact for more information on the vehicle control number procedure.\nPersonal Travel Benefits: State employees and other officials cannot accept personal benefits resulting from travel on state business as their own. These benefits include frequent flyer miles/points and other benefits (i.e. discounts issued by lodging facilities.)  Employees must certify that they have not accepted personal travel benefits when they apply for travel reimbursement.\nReceipts: Attach itemized receipts for all expenses except meals, taxi ","cbCaiayAJ3aGQsXV","https://ap.wps.com/l/cbCaiayAJ3aGQsXV","docx",97580,"English","# Completion of the Form\n## Employee responsibilities\n## Supervisor responsibilities\n# Travel Advances and Settlement\n## Advance limits and settlement timing\n## Final expense for the trip\n# Expense Entry Details\n## Earn Code and taxability notes\n## Mileage reimbursement calculation\n## Vehicle control and funding sources\n# Receipts, Signatures, and Distribution\n## What receipts to attach\n## Original signatures and document submission","[{\"question\":\"Can relocation expenses be submitted on this Employee Expense Report form?\",\"answer\":\"No. Relocation expenses must be sent using the separate FI-00568 Relocation Expense Report and paid through Minnesota Management \\u0026 Budget, Statewide Payroll Services.\"},{\"question\":\"When must an employee submit an expense report after incurring expenses?\",\"answer\":\"Employees must submit an expense report within 60 days of incurring any expense, otherwise the reimbursement becomes taxable.\"},{\"question\":\"What receipts are required for reimbursement claims?\",\"answer\":\"Attach itemized receipts for all expenses except meals, taxi services, baggage handling, and parking meters. Credit card receipts, bank drafts, and cancelled checks are not acceptable receipts.\"}]","EMPLOYEE EXPENSE REPORT - Instructions | DOCX",1788284230]