Receipts
True or False
Backup is required for all expenses except mileage under 60 miles round trip.
TRUE
Backup is required for all expenses EXCEPT for local non-project related mileage that is less than 60 miles or more in one direction.
True or False
I have a Business Development lunch to add in VP, so I put it under the project code 0001.501X & used my office location for the phase.
FALSE
Project - Phase
0001.922M - 0CP (Corporate)
True or False
Had parking expense for a site visit or business lunch, I should use the mileage category and adjust the number of miles until the total amount matches the expense.
FALSE
Travel expenses category includes expenses for airfare, hotels, train, Amtrak, car rentals, taxi, Uber, Lyft, tolls, & parking.
Do not include MILEAGE in the travel category
True or False
Its okay to use one word in the description box, such as Subway, Taxi, or Parking.
FALSE
All descriptions should include the purpose of expense or the event attended. Further explanation can be added in the details icon box.
True or False
When entering project related expenses I should use the L number.
FALSE
The L number is for labor only! All project reimbursables should be entered to the R number (no phase is required). If the expense is billable, please check your R budget to be sure there is enough available to cover the cost of the expense.
Multiple Choice
I have paid for something I consider is for wellness but am unsure if it qualifies, I should contact:
A. Accounting
B. My Supervisor
C. Wellness Committee
D. Gary`s Dog Zephyr
C. Wellness Committee
Contact Lauren Edwards for approval on Wellness.
Contact Kristy Jordan for approval on Education Allowance.
If approval is received, please include the approval as backup on your expense report.
Category - Project - Phase
Wellness Allowance - 0000.WELL - Office
Education Allowance - 0000.PDEV - 0CP (Corp)
Multiple Choice
I want to have Taylor Design pay a BD sponsorship which is more than $1,500, I should contact:
A. My Supervisor
B. BD Team
C. HR Team
D. Leslie`s Dog Olivia
B. BD Team (Linda & Laurie)
If a BD related sponsorship is over $1,500, please get approval from Linda and Laurie before making the purchase and attach the approval confirmation as additional expense report backup.
0001.904M (foundation & sponsorships) - 0CP
True or False
When submitting the backup for airfare it should contain the Passenger Name, Dates of Travel, and Amount.
TRUE
All airfare and hotel receipts should include the employee as the ticket holder or folio guest.
Multiple Choice
What is accountings due date for expense reports each month?
A. One week after month-end
B. Every week
C. Within 3 months of the expense
D. Before the end of the year
A. One week after month-end
Expense reports are paid weekly via direct deposit on Fridays. Whether you decide to submit weekly or once a month - all expense reports with charges for that period are due by the 5th business day of the new month at noon. Taylor Design month end is the last Friday of the month, NOT the last calendar day. Please review the calendar, located on the Accounting & Contracts Intranet page, to see the accounting month end date highlighted in blue. (The due date is the same as the final date for consultant invoices)
True or False
If I know something will not be reimbursed by the client I should uncheck the "Billable" box for that line item.
FALSE
Please let accounting determine if this box needs to be unchecked. This tells the system that the project expense cannot be billed to the client and the account code will change. If this box is unchecked in error, the billing team will not be able to invoice the client and the reimbursable will not populate on their monthly billing report.
True or False
When submitting backup for a meal it only needs to be the credit card version of the receipt with no additional information.
FALSE
List of attendees (self if alone), the business purpose of the meal, the cost, the date purchased, proof of purchase, and itemized list of what was purchased. If there was more than 4 attendees then no individual names are required. However please let accounting know how many from Taylor Design and how many from outside the organization attended.
True or False
When submitting an expense related to BD it should include the Company/Client/Consultant met with in the expense report description.
TRUE
Taylor Design wants to track and know who is meeting with our team members. Please include the name of the client/company in the description and in the notes section included the name of the attendees.
True or False
When traveling to a TD office, other than my home office, the daily meal allowance is $75 but if travel does not include overnight or extended hours, then only lunch should be expensed.
TRUE
Per the HR Intranet page the $75/per day per person meal allowance relates to travel to an office outside your region or if you are staying overnight when visiting any office.
Multiple Choice
Help! I am trying to prepare my expense report but there are no categories available from the drop down. I should contact?
A. HR Team
B. IT Team
C. VP Admin/Accounting
D. Jessica J`s Dog Cloud
C. VP Admin/Accounting
Reach out to Rob White or Jessica Jamieson!
VP will not let you submit an expense report without a category. New users need to have the categories activated.
True or False
When submitting backup for a meal it should include the itemized receipt, proof of payment with tip if applicable, list of attendees, and business reason for the meal.
TRUE
All meals need itemized backup which shows what was purchased. If there is an edit to the backup or a reduction in the requested reimbursable amount, please notate on the receipt in writing and in the description box in VP.
Multiple Choice
I lost my receipt backup, what do I do?
A. Submit the expense without backup and no explanation
B. Contact accounting prior to submitting
C. Do not submit
D. Pet Stani's Cats Tuna, Marshy, & Peanut
B. Contact accounting prior to submitting
If backup cannot be acquired or a receipt is damaged accounting must be notified. A brief description of the purpose of the charge and a copy of the bank statement showing proof of purchase must be included. Credit card statements and credit card online transactions records are NOT considered acceptable backup to support a expense on their own (but can be used as addtl support).
True or False
When submitting for Professional Development costs (registration, hotel, airfare, etc.) I don't need to include the HR Request Attendance Form with the approval.
FALSE
All requests that exceed $130 and are more than 1 hour out of office must be routed to HR for approval. HR coordinates with Marketing and Office/Firm Leadership on all requests and base approvals on a number of factors including budget, event content, who else may be attending, etc. The form approved by HR must be included as backup on your expense report.
True or False
Attended a TD photoshoot session, either for my home office or a different TD office, I should code all my expenses to the 0000.GENL code.
FALSE
All expenses related to marketing need to go through Linda for approval. Please use the category that best matches the expense type, but code all line items to:
Category: MKTG - Project Photography/Photoshoot
Project :0001.906M
Phase: 0CP
Multiple Choice
I have an AIA licensure reimbursement and have a question about the reimbursement amount, who do I contact?
A. My Supervisor
B. Accounting
C. HR Team
D. Shelby`s Cat Grey
C. HR Team
100% Licensure NCARB/NCIDQ is covered for all
Taylor Design does NOT cover: Voluntary special assessments to local organizations
True or False
I can use the Deltek T&E App to record and submit my expenses or use the Online Vantagepoint interface.
TRUE
All employees have access to the Deltek T&E app on your phone. This is a very handy app that allows you to create expense reports, capture receipts via your camera, and submit. (Also works for your timesheet too)
True or False
I should use my personal credit card to make general office purchases instead of asking the office leader or office admin to use the TD AMEX.
FALSE
Please use the Taylor Design American Express for all office related purchases rather than having the employee use their personal money. Please reach out to your Office Admin for Amazon supply ordering. We have multiple corporate accounts that can be utilized for most purchases.
True or False
Traveled to a TD office other than my own for general team meeting, I should record all costs to the 0000.GENL project code instead of 0001.922M or 0000.MTGS.
TRUE
The correct project code for all non-billable general travel is 000.GENL. Traveling to a Taylor Design office and then going to a BD event is two separate items and therefore uses two different codes. Project codes that are typically not used in the expense report module:
0000.TMEX (Timesheet & Expense Report)
0000.MTGS (Internal meetings)
0001.5XXX (Overhead)
True or False
I drove down to San Diego to visit one of my projects, I used the category Mileage-Project bill and I included my start and end location in the detail box.
TRUE
In the notes box, be sure to include your starting and ending destination & business reason for travel. If the travel took place on the same day, then you can include the trip there and back as a round trip, and only use one line item in VP.
True or False
The company paid box on my individual expense line item in VP needs to be checked.
FALSE
This box is for company American express credit card holders only and if you check this box then accounting will not be able to issue you a direct deposit. If you see a box called "company paid" then you have the wrong viewpoint. All VP users should have the "TD Expense Report" View.
True or False
The Taylor Design preferred method for job related permit payments is to be processed by Accounting after client written approval has been received.
TRUE
All permits, plan check fees, fire/sewer review fees, trust account funding, etc. needs to be tracked separately from the regular project reimbursable budget. All permits need to be approved by the client in writing, prior to accounting payment. Please send all requests to AP with client approval (showing the dollar amount and 10% permit markup). After all documentation is checked, accounting will help set up a .199R project number and facilitate payment as necessary.