DASH: Reimbursing Expenses for an Inactive Employee

Once an employee leaves the University, their status becomes inactive in DASH. When this occurs, expense reports can no longer be submitted or approved under their employee profile. If reimbursement is still owed (e.g., per diem meals, travel expenses, or other approved costs incurred during employment at UT), departments must follow the manual reimbursement process outlined below.

Policy

  • When an employee’s status is inactive in DASH, no new or resubmitted expense reports can be processed in DASH.
  • Reimbursements owed to inactive employees must be manually processed by UT System Accounts Payable.
  • The department is responsible for ensuring proper documentation and approvals are included when submitting the expenses to UT System Accounts Payable.

Steps to Process a Reimbursement for an Inactive Employee

  1. Obtain Departmental Chart of Accounts (COA) Approval
  • Secure approval from the department whose Chart of Accounts (COA) will be used to fund the reimbursement.
  1. Complete the “Travel Expense Reimbursement for Inactive Employees” (T-6) Form
  • Employee’s name and current mailing address
  • Description of the expenses
  • Funding source (COA string)
  • All other details and signatures required on the form
  1. Attach Supporting Documentation
  • Include receipts, applicable approval documentation, and any other supporting correspondence with the completed form.
  1. Email the Packet for Processing
  • Send the completed, signed form and all supporting documentation via email to expenses@tennessee.edu and ensure that the following is included:
  • Completed and signed T-6 Form
  • COA approval documentation
  • Receipts and other supporting materials
  1. Accounts Payable Reviews All Documentation and Manually Processes the Payment

Additional Notes

  • Do not attempt to reactivate or create a new DASH expense report for an inactive employee.
  • The contingent worker reimbursement method should not be used for travel reimbursements related to prior employment at UT.
  • All reimbursements must be reviewed and approved by the funding department’s approver before submission.

 

If you have questions about this process or need assistance completing the T-6 Form, review the following resources:

Expenses@tennessee.edu

UT Expense and Travel Resources

DASH Support

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