Applying for Travel Expense Reimbursement

Allowable business-related travel expenses will be reimbursed up to limits defined in this policy. Employees seeking reimbursement must complete the Employee Expense Worksheet (UM 1612) within 15 days of the scheduled trip return date. Receipts and other support documentation are attached to this worksheet and submitted to the department preparer for processing. Original itemized receipts are required for expenses of $25 or more, except for meals. Receipts must be detailed vendor receipts rather than general charge card transaction slips. The traveler’s signature is required on the Employee Expense Worksheet.

To Ensure Prompt Reimbursement To The Traveler:

1. Verify the expenses meet University (and/or applicable sponsored fund) policy and procedures.
2. Complete Employee Expense Worksheet and attach receipts.
3. Process an Expense Report in the financial system using the information on the Employee Expense Worksheet and receipts.
4. Print Expense Report (in financial system) once submitted for approval.
5. Attach the worksheet, receipts and other support documentation to the printed Expense Report and forward to the approver(s).
6. Final approver forwards the Expense Report and documentation to Disbursement Services for imaging.

Additional Resource Information:

Job Aid: Transaction Justification/Documentation Standards for All Non-Sponsored and Sponsored Transactions. Every Employee Travel Reimbursement should include enough information to answer the following questions:

• WHO is traveling?
• WHAT is the purpose for the travel?
• WHERE and WHEN did the travel take place?
• HOW does the travel benefit the project/account charged? (For Sponsored Accounts)

See the following in the appendices section of the Administrative Policy: Traveling on University Business

• Appendix D - Traveling on University Business Rates
• Appendix I - Reimbursable / Non-reimbursable Travel Expenses
• Appendix K - Payment Methods