Travel and Expense Reimbursements
For specific rules and regulations concerning expenditures or university policies, please visit the Controller’s Office website.
Employee Travel Reimbursements:
Complete this form prior to travel, allowing enough time for the Dean to sign if necessary. All overnight travel requires a pre-authorization. Travel expenditures in excess of $300.00 also require a pre-authorization.
Travel Reimbursement (form available in Downloads):
- Step 1: A Travel Authorization form (see above) needs to be filled out and signed by your supervisor.
- Step 2: Any pre-travel expenses (such as airline tickets) can be reimbursed prior to travel by submitting a Travel Reimbursement form, along with the Travel Authorization form and the receipt(s) for your purchase(s).
- Step 3: After your trip, utilize a Travel Reimbursement form to organize your receipts and trip information prior to submitting the paperwork. Make sure to tape all loose receipts to a blank piece of paper. Missing receipts >$25 require a Missing Receipt Affidavit. Any business meals or similar business meeting expenses need to be documented with a Business Expense (BE-ER) form. Make sure to obtain all necessary signatures. Full details about allowable expenditures can be found here.
- Step 4: Upon receipt of the completed packet in the Business Center, your reimbursement information will be entered into the PeopleSoft system. Reimbursements sometimes take several weeks to process, so please plan accordingly and be patient.
Travel Card Program
Travel cards are credit cards used for travel-related expenses only. Like all credit cards, they must be paid in a timely manner. If you use your travel card for pre-travel purchases, such as conference registration or airline tickets, please submit those expenses as soon as reasonably possible after the purchase; you do not have to wait for the travel to actually occur before submitting the payment request. (See Step 2, above.) Likewise, when you have used your travel card during your trip, please make sure to submit the reimbursement request as soon as reasonably possible after your return, to make sure that payments get made promptly. Please bear in mind that travel card payments (or lack thereof) do affect your personal credit score, so, again, it is important to be prompt and correct with the paperwork. For more information, please visit the Travel Card Program website.
Employee Non-Travel Reimbursements:
Occasionally, you may be in a situation where you need to purchase items out of pocket. To get reimbursed, fill out the Travel and Expense Reimbursement form, making sure to include all receipts, a Business Expense form if your expense was a business meeting or meal, and your supervisor’s/ PI’s signature approving the expenditure.
Non-Employee Student Reimbursements:
Non-employee students must get reimbursed using a Disbursement Voucher, along with an invoice and the relevant receipts. See here for forms. Students who are also employees get reimbursed through the employee process, above.
From the Controller’s Office, November 9, 2015:
“To reduce paperwork currently needed to reimburse resident nonemployees it is no longer necessary to obtain a W-9. The streamlined process to reimburse resident nonemployees may be disbursed on a Single Payment Voucher effective immediately. A resident nonemployee is defined as a US citizen or a permanent US resident (usually on a green card). Typical reimbursements to resident nonemployees include student recruiting and job candidate travel, excluding new employee moving expenses.
Single Payment Vouchers have no tax reporting capability. Therefore, a single payment voucher may never be used for such payments as contract for services, stipends and per diems. Departments are asked to confirm the accuracy of the resident nonemployee’s remit address information prior to submitting the request to Accounts Payable. The remit to address must be a US address.” Electronic submission is preferred.