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Applying for Travel Expense Reimbursement

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Allowable business-related travel expenses will be reimbursed up to limits defined in this policy.

Submitting an Expense Reimbursement - Traveler

  1. Traveler retains detailed itemized receipts for expenses of $25 or more, excluding meals.   Receipts must be detailed vendor receipts rather than general charge card transaction slips.
  2. Traveler prepares an Employee Expense Worksheet (UM1612) within 30 days of the trip return date.
  3. Traveler signs the worksheet.
  4. Traveler attaches receipts and other support documentation to the worksheet and forwards to the preparer for processing.

Processing an Expense Reimbursement - Preparer

  1. Preparer receives the Employee Expense Worksheet and receipts.
  2. Preparer verify that the expenses meet University (and/or applicable sponsored fund) policy and procedures.
    1. If any rates claimed for applicable charges (hotel, mileage, per diem, etc.) exceed the University limits, the employee should be contacted and informed of any adjustments that will be made to the total reimbursement.
    2. Ensure that receipts are included as required.  Ask the traveler for any missing receipts.
  3. Review for completeness and employee signature. (see job aid on Transaction Justification and Documentation)
  4. Enter the Employee Expense Worksheet into the financial system. (see Training Services job aid)
  5. Print Expense Report from the financial system, after it has been submitted for approval.
  6. Attach the worksheet, receipts and other support documentation to the printed Expense Report and forward to the approver(s).
  7. Once the approver has applied the electronic approval, send the documents for imaging.

Processing an Expense Reimbursement - Approver

  1. Review the Employee Expense Worksheet to verify that the request meets University policy and procedures.
    1. If inadequate substantiation exists for any expense item:
      1. Request that the appropriate substantiation be made for the items in question. 
      2. If appropriate substantiation is not received, the approver will deny the unsubstantiated expense reimbursement.
    2. If the expense request is not made within the established timeline, the approver may choose to deny the reimbursement.
  2. If the Employee Expense Worksheet and attached information is appropriate – approve the transaction.

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Last modified on November 12, 2014