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.
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 of 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.
- Expenses that are reimbursable 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 email@example.com.
Procedure for Completing the Single-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.
Within two weeks but no more than 60 days of completing 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 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 firstname.lastname@example.org.
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.