Sheet 1: Instructions

	
	
	
	
	

		
Instructions on completing the F-34 form
		


		


		


	
	

		
You no longer have to list business expenses by day.
		


		


		


	
	

		
The new form is set up so that each receipt(backup) is listed by the date of purchase
		


		


		


	
	

		
Receipts should be taped down to a piece of paper (8 1/2x 11), multiple receipts can be attached on the paper
		


		


		


	
	

		


		


		


		


	
	

		
Required Information
		


		


		


	
	

		


		


		
Student Name = First Name then Last Name
		


	
	

		


		


		
STUDENT ID/URID= 8 digit student ID number (also known as URID)
		


	
	

		


		


		
you can find the  ID number by logging into HRMS, it is listed in the "Your Information" section below the Bumble Bee
		


	
	

		


		


		
HRMS Mailing Address: this is the address where the check will be mailed
		


	
	

		


		


		
AP does not have access to personal records
		


	
	

		


		


		
Students should view/edit the mailing address:
		


	
	

		


		


		
*Login to HRMS  http://www.rochester.edu/working/
		


	
	

		


		


		
*Main Menu
		


	
	

		


		


		
*Self Service >Personal Information (the mailing address is where the check will be mailed)
		


	
	

		


		


		


		


	
	

		


		


		
Street Address (including Apartment number)
		


	
	

		


		


		
City
		


	
	

		


		


		
State
		


	
	

		


		


		
Zip Code
		


	
	

		


		


		


		


	
	

		


		


		
Administrators contact information for Questions
		


	
	

		


		


		
Name=Administrators name
		


	
	

		


		


		
Phone Number= Administrators office phone number
		


	
	

		


		


		
Box # = Administrators interoffice mail Box number
		


	
	

		


		


		
Email address = Administrators UR email address
		


	
	

		


		


		


		


	
	

		
Receipt (Business expense) entry
		


		


		


	
	

		


		


		
Purchase Date=date of purchase in the format MM/DD/YY (for hotel or airline fees list the date the payment was made)
		


	
	

		


		


		
Expense Category - select the type of expense from the drop down menu
		


	
	

		


		
List of categories in the drop down menu
		


		


	
	

		


		


		
Airfare-paid by employee
		


	
	

		


		


		
Annual subscription
		


	
	

		


		


		
Car Rental
		


	
	

		


		


		
Cell phone-monthly reimbursement
		


	
	

		


		


		
Conference registration
		


	
	

		


		


		
Dues
		


	
	

		


		


		
Group meal
		


	
	

		


		


		
Individual meal
		


	
	

		


		


		
Lodging
		


	
	

		


		


		
Lyft
		


	
	

		


		


		
Mileage-attach completed mileage log
		


	
	

		


		


		
Monthly subscription
		


	
	

		


		


		
Renewal fees
		


	
	

		


		


		
Supplies
		


	
	

		


		


		
Taxi
		


	
	

		


		


		
Uber
		


	
	

		


		


		
Working meal
		


	
	

		


		


		
Other
		


	
	

		


		


		
Detailed Description of Expense=explanation of the receipt(expense)
		


	
	

		


		


		
Category
		
Example of Description
	
	

		


		


		
Airfare-paid by employee
		
Airfare Rochester-Atlanta round trip for XXX Conference 9/1 and 9/4
	
	

		


		


		
Annual subscription
		
2018 renewal for New England Journal of Medicine for updates in my field
	
	

		


		


		
Car Rental
		
9/1-9/4 auto rental used during XXX Conference
	
	

		


		


		
Cell phone-monthly reimbursement
		
10/8-11/7 cell for on-call/after-hours access
	
	

		


		


		
Conference registration
		
2018 XXX Conference, attending and presenting 
	
	

		


		


		
Dues
		
2019 ZZZ dues required for my position
	
	

		


		


		
Group meal
		
Candidate interview at Grappa(Jim Blue, Jack White, and Sydney Smith)
	
	

		


		


		
Individual meal
		
Dinner while at the XXX Conference in Atlanta
	
	

		


		


		
Lodging
		
9/1-9/4 hotel while attending the XXX Conference in Atlanta
	
	

		


		


		
Lyft
		
Transportation from Atlanta airport to hotel for XXX Conference
	
	

		


		


		
Mileage-attach completed mileage log
		
Mileage for patient visits, between clinics, etc.  (A completed Mileage Log sheet must be attached)
	
	

		


		


		
Monthly subscription
		
9/1-9/30 Dropbox for department file sharing
	
	

		


		


		
Renewal fees
		
2016-2018 DEA renewal required for my position
	
	

		


		


		
Supplies
		
Utensils and paper products for break room
	
	

		


		


		
Taxi
		
for Presenter from airport to River Campus
	
	

		


		


		
Uber
		
From hotel to airport (Atlanta) returning from XXX Conference
	
	

		


		


		
Working meal
		
Lunch with John Doe, Amy Thomas, and Bill Sims to discuss 2019 budget
	
	

		


		


		
Other
		


	
	

		


		


		


		


	
	

		


		


		
Amount=enter amount the Student is requesting reimbursement for for this receipt
		


	
	

		


		


		


		


	
	

		


		


		
Accounts to be charged=Company number (3 digits), Spend Category (SC then 5 digits), and FAO (2 Letters followed by 6 digits)
		


	
	

		


		


		
The total reimbursement amount can be broken out among 4 lines (up to 4 different Spend Categories and/or FAO's
		


	
	

		


		


		


		


	
	

		


		


		
Total Expense= Formula do not enter in this box, CONFIRM the sum of the accounts to be charged lines, must match total of all receipts listed in the grid above
		


	
	

		


		


		


		


	
	

		


		


		
Balance due from University to Student= Formula do not enter in this box,CONFIRM that the amount to be reimbursed to the Student is correct 
		


	
	

		


		


		


		


	
	

		


		


		
Description of Expenses for Ledger=this is a short explanation of all expenses/receipts listed above.  
		


	
	

		


		


		
This description will show on the Ledger.  EX: 2018 XYZ Conference
		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		
Once the F-34 form is completed and approved make a copy of the F-34 form and all receipts for department files
		


		


	
	

		


		
Place a staple(or a binder clip) at the top in the center to secure F-34 form to receipts.  Receipts should be taped to a piece of paper  (8 1/2 x 11)
		


		


	
	

		


		
Send orginal F-34 form and original receipts to Accounts Payable (AP) at Box 278958 via interoffice mail