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.
Non-employees needing reimbursement for travel expenses shall complete a Travel Expense Report. All Purchasing Card charges, and business-related expenses incurred by an employee shall be processed on a Concur expense report. Reimbursement of expenses are to be approved by the department chair/director or next higher level of authority. The expense report presents all costs incurred and is to be accompanied by original 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.
A Travel Expense Report is expected to be submitted within two weeks of completion of travel. Reports that are received after this two-week period may be delayed in processing.
Procedure for Completing the Travel Expense Report for Non-Employees
Within two weeks of completion of University-related travel, the traveler (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 by the cardholder on a Concur Purchasing Card report. Detailed receipts should be uploaded to Concur and attached to the corresponding expense. 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 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) that are to be charged for the expenses. All Reports must also be approved by the department chair/director or next level of authority.
- Forward the completed and approved Travel Expense Report, with all supporting documentation and receipts attached, to email@example.com.
Procedure for Completing the Single-Day Travel Expense Report for Non-Employees
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 of completing University-related travel, the traveler 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 and per diem is claimed at residence rate (where you reside).
- Attach all original supporting documentation and receipts.
- Obtain the authorized signature(s) for the index(es) to be charged. All reports must also be approved by the department chair/director or next level of authority.
- Forward the approved Single-Day Travel Expense Report with all supporting documentation and attached receipts to 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.