Financial Services and Operations

Expense Reporting

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 attach an explanation and to obtain duplicates 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. Travel reimbursement requests over 60 days will be taxable income to the individual; travel reimbursements over 120 days after completion of travel are unallowable. Reports that are received after this two-week period may be delayed in processing.