Reimbursement Guidelines

IMPORTANT:  All events must occur no later than August 29, 2025. Please submit your expense reimbursement requests by September 5, 2025. Any late payment requests will be covered by FY26 EAA funds.

Your division and club allocation should cover all reimbursement requests during the current fiscal year. All expenses must remain within the allocated budget. Divisions and clubs are expected to keep track of their own expenses. To avoid additional year-end accruals, complete a payment request and list Aniko Rastovac as the SAS approver no later than the published deadline. 

Planning a Division Morale Building Event & Reimbursement

Key steps of holding an EAA division morale event and its reimbursement process:

• PRIOR TO THE EVENT: Submit an EAA morale event request to the Event Request System (ERS). Detailed, step-by-step instructions on how to submit the Event into the Conference Services Database (ERS)  are available here. The Meal Eligibility Request Form and the list of attendees are not needed for such a request. Instead, please submit the following:
  
  1. A flyer or email invitation that was sent out Division-wide to all its employees; and
  2. A brief justification for the event.
  3. For auditing purposes, please be sure you attach the proper documents when submitting an EAA morale building event.

• AFTER THE EVENT: Complete the payment authorization – Select “event” and include your event id from Conference Services.  Each submitted request for reimbursement must include
  1. Division/club name and details of your division-wide event(s)/purchase(s) in the Payment Explanation section.
  2. Division/Club Project ID (PID) – if you are using more than one PID for an activity, list each cost on the payment request by the project.
  3. Use Resource Category 60000 (Miscellaneous Procurement).
  4. Select Aniko Rastovac as the SAS approver.
  5. Scanned copies of clear receipts associated with the event only. Keep your original receipts on file for your records.

Note: If an event ID is not associated with an EAA payment request, it will be denied by A/P. 

Resources for completing Payment Request through A/P:

• FMS Payment Request Training pdf; and
•  Reimbursements: The Payment Request Center – select To Get Reimbursed, Create a Payment Request.
• Payment request Instructions
• After you submit the payment request, you can check the status of it by going to https://bar.lbl.gov, Disbursements, FMS Payment Request Status Report
• Funding and cost information can be found in the EAA – Financial Summary Report.

To access the EAA – Financial Summary Report in BAR, please follow these steps:

     1. Go to https://bar.lbl.gov
     2. Under “Team content,” select: Field Finance -> HR -> EAA -> EAA – Financial Summary Report
     3. Set the Fiscal Year from/to value to the current FY (from 2024 to 2024)
     4. Press ENTER to review funding and cost for your division.
     5. If you need assistance, please email us at EAA@lbl.gov