FIACCT 05-03_02 Payments – Employee reimbursements – landline telephone reimbursement

Effective: July 1, 1994
Revised: September 1, 2012
Reviewed: July 1, 2015

Purpose

This policy defines the policies and procedures of the Division of Finance for reimbursing an employee for landline (non-cellular) telephone charges incurred on state business. See Policy FIACCT 05-05.00 for cell phone reimbursement.

Policy

A. Employees may be reimbursed for approved, state business long distance calls made at their expense from landline phones outside of their offices. An original valid phone bill, receipt, or other documentation is required.

B. Reimbursement of specific landline telephone expenses incurred for state business is non-
taxable.

C. Personal phone calls made while out of town overnight on state business, are addressed in the
Travel – Reimbursement – Incidentals policy in the TRAVEL section of this manual.

Procedures

Responsibility

Action

Employee

Complete and submit to your agency a signed Employee Reimbursement/Earnings Request, Form FI 48, with the original landline phone bill or valid receipt attached. The form is available at
www.finance.utah.gov.

Originating Agency

Pre-audit the form in accordance with the above policy, and
approve or disapprove the payment.
Enter the approved reimbursement information into the FINET
System as a GAX or PRC
OR
Enter the approved reimbursement information into the Payroll System, using Wage Type 1182 on the Time Entry Screen of the
Time Management System.
Maintain a file of entered documents with the supporting
documentation attached for post-audit review.
OR
You may scan the supporting documentation and attach it to the
FINET transaction.

Division of Finance

Process the payment information.
Post-audit in accordance with state policy.