Standard Operating Procedure: Expense Reimbursement (Delta Air Lines)

This document outlines the standardized procedure for submitting and processing expense reimbursement requests for travel or business-related costs incurred on behalf of Delta Air Lines. Adherence to these guidelines ensures compliance with corporate travel policies, tax regulations, and accounting accuracy, facilitating the timely processing of your reimbursement. All employees are responsible for maintaining accurate documentation and submitting requests within the designated fiscal windows.

Phase 1: Pre-Submission Preparation

• Verify Policy Compliance: Review the current Delta Corporate Travel & Expense Policy to confirm the expense is reimbursable (e.g., meals, lodging, ground transportation).
• Compile Documentation: Gather all original itemized receipts. Credit card statements alone are insufficient; they must show the itemized breakdown of goods or services purchased.
• Digitize Records: Scan or take high-quality photos of all receipts. Ensure the vendor name, date, transaction amount, and tax breakdown are legible.
• Currency Conversion: If the expense was incurred in a foreign currency, document the exchange rate used on the date of the transaction (attach a screenshot from a reputable conversion site like OANDA or XE).

Phase 2: Submission Process

• Access the Portal: Log in to the Delta Enterprise Expense Management system (or the designated ERP portal) using your single sign-on credentials.
• Initiate Report: Select "Create New Expense Report" and input the project code or cost center associated with the expense.
• Enter Line Items:
  • Enter each expense individually.
  • Select the correct category (e.g., Airfare, Hotel, Client Entertainment).
  • Input the exact date and amount as reflected on the receipt.
• Attach Evidence: Upload all digitized receipt files to the corresponding line items. Ensure files are named clearly (e.g., YYYYMMDD_Vendor_Amount.pdf).
• Justification: Provide a brief, professional business purpose for each expense, including the names of individuals present for meals or entertainment.

Phase 3: Review and Finalization

• Audit for Duplicates: Perform a final check to ensure no expenses were entered twice or submitted in a previous reporting period.
• Final Review: Inspect the total summary to ensure it matches your calculated out-of-pocket total.
• Manager Approval: Submit the report to your direct supervisor. Ensure you notify them via email if the report is time-sensitive.
• Monitor Status: Check the portal periodically for status changes (e.g., "Pending Approval," "Needs Info," or "Approved for Payment").

Pro Tips & Pitfalls

• Pitfall - The "Missing Receipt" Trap: Do not wait until the end of the month to organize receipts. Using a mobile expense app to capture images at the point of sale is the industry standard for avoiding lost documentation.
• Pitfall - Vague Descriptions: Avoid labels like "Lunch." Instead, use "Business lunch with [Client Name] to discuss [Project X]." Specificity reduces audit flags.
• Pro Tip - Tax Compliance: If you are traveling internationally, always request a "VAT-compliant" receipt if available, as this allows the company to reclaim tax, which is vital for corporate compliance.
• Pro Tip - Timeliness: Submit reports within 30 days of the expense date. Delayed submissions are more likely to be flagged for additional review by the Finance department.

Frequently Asked Questions

Q: What should I do if I lose a receipt? A: If a receipt is lost, you must submit a "Missing Receipt Affidavit" within the expense system. Note that excessive use of affidavits may trigger an audit of your expense history.

Q: How long does the reimbursement process take once submitted? A: Once approved by your manager and processed by the Finance department, payments are typically issued within 7–10 business days via direct deposit.

Q: Can I combine multiple small purchases into one line item? A: No. Each purchase must be recorded as an individual line item to ensure accurate ledger coding and tax reporting.