Applying for Expense Reimbursement in Chrome River

The University will reimburse allowable business-related expenses up to limits defined in this policy.

Submitting an Expense Reimbursement - Employee

1. Retain detailed itemized receipts for expenses. Receipts must be detailed supplier receipts rather than general payment card transaction slips.
   1. While in travel status, only expenses of $25 or more, excluding meals claimed as per diem, require receipts.
2. Prepare an expense report within 60 days of the expense date or trip return date.
3. Attach receipts and other support documentation to the worksheet and forward to the preparer for processing.
4. Submit the expense report for approval.

Processing an Expense Reimbursement - Approver

1. Review the expense report to verify that the request meets University policy and procedures.
   1. If inadequate substantiation exists for any expense item:
      1. The approver must request the appropriate substantiation for the items in question. 
      2. The approver will deny any unsubstantiated expense reimbursement if the appropriate substantiation has not been received.
   2. The approver may choose to deny any reimbursement request not submitted within the established timeline.
2. Once the expenses and attached information is appropriate, approve the transaction.

To report expenses as taxable income:

1. Complete the Taxable Benefit / Expense Reimbursement Reporting Form(UM 1865, excel) detailing the taxable income.  Be sure to include all requested information.
2. E-mail the form to to payforms@umn.edu
3. Copy department/unit personnel as needed.