Expense Report R05.02.060(13)
Travel Expense Reimbursement Process
- The travel Expense Report (TER) is the official document used by the traveler and the department to approve actual travel costs and travel dates associated with an authorized trip.
- Travel expenses shall be reimbursed upon completion of a Travel Expense Report that is submitted by the individual requesting reimbursement. If the travel is over 10% and exceeds $200 of the original request or if the funding source changes from the original request, the expense report must be approved by the individual with authority to expend the funds. If the traveler is the expenditure authority supervisor approval is required.
- A Travel Expense Report is required for all travel conducted under a Travel Authorization Form, including travel for which all expenses are paid directly by the university.
- The Travel Expense Report should be submit to the campus business or travel office within 15 business days of completion of a trip.
- Personal travel routing and leave time during the period of travel must be clearly noted on the expense report and a cost comparison itinerary showing the most direct routes and/or efficient modes for the basis of reimbursement must be attached to the authorization or expense report. Documentation must be attached showing no added cost to the university resulting from indirect routing.
- Expenses accrued while on personal travel are not reimbursable (for more detail see personal section below and administrative manual).
- Foreign receipts must be explained by type of expense in English. For example, if a traveler receives a taxi receipt in Russian, he or she should write “taxi” on the receipt. Currency exchange rates will be calculated by travel expense tool.
- Travelers should utilize direct deposit as the means to receive reimbursement.
- All change fees and differences in airfare must have a business justification noted on or attached to the Travel Expense Report, and are subject to disallowance.
- Actual, scanned or photographed pictures of receipts must be submitted for all travel expenses for which reimbursement is claimed. Individual expenses (except for air, lodging and vehicle rental) less than $75 may be reimbursed without a receipt, in the event the receipt is lost, misplaced or inadvertently not obtained.
- General Reimbursement
1) Reimbursement of travel expenses will be made to the traveler within 15 business days after receipt of a properly completed and approved travel expense report by the business or travel office.
2) Reimbursements requested more than 90 days after the completion of the trip fall outside the reasonable time frame for IRS accountable plans, and therefore are subject to income tax and will be reported on the employee’s Form W‐2.
- Travel around duty station or local mileage reimbursement may be made through petty cash.