Travel Expense Reimbursement Process
- The travel expense report 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 request form, including travel for which all expenses are paid directly by the university.
- The travel expense report should be submitted 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 travel request 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 item 8. Personal Travel.
- 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 the 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
- 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.
- 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.
Submitting the Expense Report
Concur is configured to require the traveler to submit the expense report. By submitting the expense report, the traveler is certifying that the expenses claimed are true and accurate. If extenuating circumstances exist, please work with your travel office to have the expense report submitted on the traveler’s behalf.
Third Party Travel
If a trip was fully paid by a third party an expense report does not need to be completed.
When personal travel is included on a work trip, only the business expenses can be paid or reimbursed by the university. A cost comparison itinerary must be attached to the expense report. The comparison is a print out from Concur Travel (booking tool) of the itinerary showing the trip without personal time.
If the comparison was not completed at the time of the Request then the traveler must work with Corporate Travel Management (CTM) to obtain the comparison. The cost of this service is $19.00 and is the traveler’s personal expense (not reimbursable).
This comparison establishes the business cost for airfare and the business time in travel status. All expenses claimed must be either within the established business time period or an expense that reasonably would be incurred if the trip was only business related (such as a taxi to the airport or home).
See the Personal Travel section under Travel FAQs for more information.
Receipts are required for all expenses, but Concur will allow travelers to submit expenses under $75 without a receipt (except for airfare, lodging, and car rental). There is great reporting capabilities within Concur which allows for monitoring of expenses without receipts. If there is abuse, this will be reported to the traveler’s supervisor.
See the Receipt Management section under Travel FAQs, for more information about receipts.
Taxable travel after 90 days
When an expense report is not submitted after 90 days from when the trip ends, the expenses reported on the expense report (this only applies to expenses paid out of pocket for reimbursement) will be reported on the employees W-2 as taxable income. If an expense report has been submitted before the 90 days and then returned for corrections, this will not be reported as taxable income.