DORIS Expense Submission Policy

Purpose

This policy outlines the process for submitting expenses incurred on a DORIS credit card, an employee’s personal credit card, and mileage reimbursements.

Responsible Party

All DORIS employees

Interdependencies

• A charge has been made on a DORIS credit card, or
• An employee has incurred a personal expense (debit, credit, cash, or check).

General Rules

• If you spend it, you send it! Every receipt must be submitted.

• Receipts can be photos (e.g., gas pump screen, mobile order), not just paper copies.

• Missing receipts must be tracked down by the employee.

• All receipts are required for audit purposes.

 

DORIS Credit Card Expenses

When to use: For all work-related expenses (see DORIS Handbook for details).
When not to use: Avoid personal purchases.

Submission requirements:

• Send an email to Pat and cc: Tab within 24 hours of the purchase.

• Include:

  • Receipt(s)

  • QB code

  • Project to bill

Tab will follow up with any questions.

 

Project Expenses

When incurred during business travel:

• Submit all project-related expenses within 24 hours of returning.

• Send to Pat and cc: Tab with:

  • Receipt(s)

  • QB code

  • Project to bill

You do not need to complete an expense report—Tab will add these to the project travel form.

 

Personal Credit Card, Stipends, Mileage & Per Diem

When to use: Only if you forget your DORIS card or in unusual cases. Otherwise, avoid using personal cards for work expenses.

Submission requirements:

• Use the Expense Report Form (with Instructions tab for guidance).

• Save the file as: Name Month Year

• Include any receipts tied to work expenses.

Approval routing:

• Ops Team: Send to Pat and Tab.

• Sales/Office Manager: Send to Sam and Pat.

Notes:

• Food receipts are not required if you use your personal card during travel; instead, claim the daily per diem rate (see GSA.gov).

• Submit all expenses for the previous month by the 1st of the month. Expenses received after this deadline will not be reimbursed.

• Reimbursements will be processed within 1 week of submission and included in the next 1–2 payroll periods.

 

Mileage & Fuel

• • Mileage reimbursement covers all variable costs of operating a vehicle (gas, maintenance, insurance, depreciation, etc.).

  • Parking and tolls are reimbursed separately.

  • If using your own car:

    • • Do not double-claim fuel. If you charged gas to your DORIS card, subtract it from your mileage claim.

  • If renting a car for business travel:

    • • Charge fuel to your DORIS card as a project expense.

Resources

GSA.gov Per Diem and Mileage Rates

Personal Expenses Template

QB code