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Announcement on Reimbursement Process Reform Starting from June 1, 2025

【2025-05-28】

Starting from June 2, 2025, when users upload data to the Personnel Reimbursement System, an electronic form will automatically pop up (the travel system is already live). The new usage procedures are as follows:

  1. The travel reimbursement system is now available for use by MCU students. If a faculty member has appointed a student as an assistant who needs to process travel reimbursements, they may apply to the Controller’s Division to enable access rights.
    For ongoing projects, the steps to enable student access are as follows: A. First, confirm whether the student already has access to the Personnel Reimbursement System. B. Then call Ms. Tseng, Chun-Ping at extension #2486 in the Controller’s Division to verify eligibility and enable the student’s access.
    For new projects, the steps to enable access are as follows:A. Complete the Personnel and Travel Reimbursement System User Authorization Form (Form 3187), and check the option for using the travel system.
    B. Download the confidentiality agreement from the Controller’s Division website, print and sign it, then submit it to Ms. Tsai, Tzu-Han in the Controller’s Division. For NSTC projects, submit to Mr. Lai, Yen-Ting.
  2. For forms with serial numbers before 11 in the Personnel Reimbursement System, electronic forms will automatically be forwarded to the Human Resources Division. Paper documents previously needed for verifying insurance premiums can now be submitted directly without prior confirmation. (However, for full-time assistants and temporary workers with NHI coverage, since insurance fees cannot yet be imported, the paper-based process must still be used for Human Resources Division review before uploading to the system.)
  3. All relevant fields in the system will be auto-filled; the user only needs to select a verifier from their unit to submit for approval.
  4. All paper-based signature fields can be omitted since approvals are completed within the electronic form.
  5. The reimbursement steps for general personnel expenses (unit budget and projects without designated financial managers) are as follows:
    • Create a voucher cover sheet in the Personnel Reimbursement System, then scan and upload the cover sheet, deposit allocation list (receipts), and related attachments as electronic files. The unit may choose to merge into a single file or upload in three parts.
    • After uploading, the system will automatically launch the electronic form. The user only needs to select a verifier and submit.
    • Once the electronic form is fully signed, print it and bind it with the voucher cover sheet, then submit to the Controller’s Division to complete the reimbursement process.
  6. For reimbursement of expenses funded by other administrative units (e.g., Higher Education Sprout Program, Teaching and Learning Development Center, and other projects with dedicated budget management units), since the electronic form cannot yet be automatically routed to the designated units, please continue to use both paper and electronic signature processes in parallel. Starting January 1, 2026, full electronic approval will be adopted, the same as general funding procedures. Please refer to the table below for reimbursement procedures during the transition period from June 1 to December 31.
Full Name of the Subsidy Co-signing Unit Voucher Submission Procedure (Transition Period: June 1–December 31)
Higher Education Sprout Project [HESP] Higher Education Sprout Project Office 1. Submit paper documents to the HESP Office (For International Special Budget, submit to International Education and Exchange Division first; for independent USR projects, submit to School of Tourism or Career Planning and Counseling Division first). Only after verification will units be notified to proceed with electronic forms.
2. The HESP Office scans and returns the electronic file to the unit being funded.
3. The unit being funded uploads the data to the reimbursement system, triggering the electronic form.
4. After electronic form approval, the unit submits the form to the HESP Office.
Subsidies for Student Affairs Projects outside the Student Affairs Division (inc. matching funds) Student Affairs Division Please consult the staff member in the Controller’s Division responsible for Student Affairs subsidies.
University Admissions Professionalization Pilot Project Human Resources Division (HR) 1. The unit creates the voucher, scans it to a PDF, uploads it to the system, closes the popup form, and submits the paper voucher and PDF to Ms. Chen Si-Wen in HR Division.
2. Ms. Chen signs the form electronically on behalf of the unit.
3. After approval, Ms. Chen prints the form and submits it with the paper voucher to the Controller’s Division.
MOE Teaching Practice Research Program Teaching and Learning Resources Center (TLRC) 1. The unit creates the voucher, uploads the PDF to the system, closes the popup form, and sends the paper voucher to Ms. Liao, Yi-Fan at the TLRC.
2.  Ms. Liao signs the form electronically on behalf of the TLRC.
3. After approval, Ms. Liao prints the form and submits it with the paper voucher to the Controller’s Division.
Overtime Pay for Overseas Chinese and International Programs International Education and Exchange Division (IEE) 1. Before July 31, 2025, follow the original process: the coordinator prints the voucher, IEE signs and scans it, returns it for system upload, and submits the electronic form. After the President’s approval, the form and voucher are sent to the Controller’s Division.
2. From August 1, 2025, the coordinator prints the voucher, IEE Division signs and scans it, sends the file back for upload and form submission. After approval by the President, the form goes to IEE Division, which submits both form and voucher to the Controller’s Division.