In an effort to have uniform-looking invoicing for our clients, consistency in our invoicing to clients, and minimize any reworking by accounting, we ask that consultants record their billable expense transactions in the following format.

 
Please include your initials at the beginning of the description, then the expense type, ending with the transaction date. This would go in the Description of Expense box on the expense item entry page.
 
Examples:

• AXJ Baggage Fee (10/1/22)
• MJP Lodging (9/17-19/22)
• CMM Parking (10/1/22)
• CMM Court Supplies (10/1/22)
• CMM Test Supplies (10/1/22) [for research project-related expenses]
• DMM Rental Car Fuel (10/1/22)
• YAA Shipping (10/1/22)
• BCS Video for Animation (10/1/22)
• HJD Prints - 3 Sets (10/1/22)
• KEL Graphic Design Aid (10/1/22)
• Facility Rental Fee (7/8/24) [Billable Research Project Expense]

For basic airfare transactions, please use the date(s) traveling, not the date of purchase. If you make any changes to an airfare reservation, please refer to those specific instructions that can be found here.

• CMM Airfare (9/20-23/22) 

 
Use “Ground Transportation” for taxi, Lyft, Uber, bus, subway, car service, or rental car.

• NTP Ground Transportation (10/1/22)
   

For any food or beverage purchases, use the term “Meal.” You do not need to specify what type of meal or where. But if you are paying for others than yourself, please include their initials in the description. If the meal was with a client, make sure to indicate that. Don’t forget to add the tip amount to the transaction receipt before taking a photo, and also include a copy of the receipt with the line item details with the transaction receipt.

• CMM/AXJ Meal (10/1/22)
• IMS Team Meal (10/1/22)
• IMS Team/Client Meal (10/1/22)
• DMM Meal + Tip (10/1/22) [indicate when the receipt amount doesn’t match the transaction amount]   

Use the "Aquipt Equipment Rental" for any equipment that is rented from Meriplex Communications LTD. This only applies to Trial Graphics and Trial Presentations phases. You do not need to use initials or dates for these transactions. 
 

Receipts

A receipt must contain the following information:

• Business name
• Transaction date
• Total amount paid
• If a tip was added, please write that amount on the receipt. 
  • If the tip was paid in cash, that will need to be entered as an out-of-pocket expense for reimbursement
• If a receipt for a meal, it must include: 
  • Itemized receipt with total (and tip if applicable). If a separate receipt was provided for signature and a tip is added, this should be provided along with the itemized receipt
  • Please include initials of others if the receipt includes meals for anyone other than yourself
• If a rideshare receipt, it must include:
  • Date of the trip
  • Total amount of the ride transaction. If you added a tip later, that is the receipt you want to submit.
  • Pick-up and drop-off locations

If missing a receipt: 

• Look for it in your personal effects or email
• Try calling the vendor to ask for a copy
• If there is no way to get a copy of a receipt, please provide a document in place of the receipt explaining why you do not have the original receipt. You should attach the document to the expense entry.