Expense Reporting | Financial Services & Operations

The policies and procedures described herein are in general terms to allow reasonable flexibility and do not cover every possible situation. Items of an unusual nature should be explained on the corresponding expense report.

University employees must use the SAP Concur system to submit a Travel Expense Report for all travel/business meal reimbursement requests. University students/guests must use a Travel Expense Report form to submit all travel/business meal reimbursement requests.

Travel Expense Reports for reimbursement of business-related expenses will be approved by the department dean/chair/director or next higher level of authority as well as the Financial Manager(s) of the index(es) being charged. The Travel Expense Report presents all costs incurred and is to be accompanied by original itemized receipts where required. Where receipts are missing, it is up to the individual to obtain duplicates or attach an explanation before a request for reimbursement is submitted.

Financial Services and Operations personnel review all Travel Expense Reports to determine compliance with policies concerning reimbursable travel expenses before a reimbursement is processed and/or a Cash Advance is cleared. The authorizing individual, however, remains accountable for ensuring compliance with all University travel policies.

The traveler is expected to submit a Travel Expense Report within two weeks but no more than 60 days of completion of travel. Per IRS regulations, Travel reimbursement requests (including repayment of cash advances and business meals) submitted and approved more than 60 days after the event/last day of business travel will be taxable income to the traveler; travel reimbursement requests (including business meals) submitted more than 120 days after the event/last day of business travel are unallowable and are not reimbursable.

If the employee chooses to use personal funds/credit card to pay for travel expenses, reimbursement will be made upon completion of travel, and timely submission of the Travel Expense Report. One travel report will be submitted.

Procedure for Completing a Concur Travel Expense Report (University Employees)

Please refer to the Concur Travel Expense Report Guide

Procedure for Completing the Travel Expense Report (Students/Guests)

Within two weeks but no more than 60 days after the completion of University-related travel, the student/guest (or employee on behalf of a non-University individual) must do the following:

Complete and print a Travel Expense Report.
- Any expenses charged to a purchasing card should be reported in the appropriate section, e.g., airline tickets, registration fees, lodging deposits. Receipts should be given to the purchasing card holder. Reimbursement cannot be claimed for any expenses charged to the purchasing card, as these expenses are paid directly by a University index.
- Reimbursable expenses should be reported under the day incurred and in the appropriate line item, e.g., breakfast, lunch, dinner, taxis, tolls.
- If a cash advance has been obtained, it must be reported on the travel expense report.
Attach the original itemized receipts for the reimbursable items. If money is owed to the University, deposit the appropriate amount directly to the Cashier's Office and include the receipt with the travel expense report.
Obtain the authorized signature(s) of the Financial Manager(s) for the index(es) to be charged. All Reports must also be approved by the department dean/chair/director or next level of authority.
Email the completed and approved Travel Expense Report, with all supporting documentation and receipts attached, to Financial Services and Operations-Travel at travel@mtu.edu.

Procedure for Completing the Day Travel Expense Report (Students/Guests)

All travel expenses for trips that do not include an overnight stay must be reported on the Single-Day Travel Expense Report.

The Internal Revenue Service requires that any reimbursement for meals when there is no overnight stay is taxable income to the employee. Applicable FICA, federal, and state taxes will be withheld from a future paycheck on the amount reimbursed for meals.

Within two weeks but no more than 60 days after the completion of University-related travel, the student/guest must do the following:

Complete and print a Single-Day Travel Expense Report. When an individual resides in another state and day travel is claimed, meals are taxable (E714) and per diem is claimed at the residence rate (where you reside).
Attach all original supporting documentation and itemized receipts.
Obtain the authorized signature(s) of the Financial Manager(s) for the index(es) to be charged. All travel expense reports must also be approved by the department dean/chair/director or next level of authority.
Email the approved Single-Day Travel Expense Report with all supporting documentation and attached receipts to Financial Services and Operations-Travel at travel@mtu.edu.