Accounts Payable

Business Expense and Travel Expense Reimbursement

Reimbursement requests for valid business or travel expenses should be done within the Financial Production Travel and Expense Center. Click here for job aids and training

Employee reimbursements are processed every two weeks in conjunction with payroll. The deadline for all complete paperwork to be received in Accounts Payable is the Tuesday immediately following the last payroll run.

NOTE: It is highly recommended that a printed copy of travel reimbursement submitted through Financial Production Travel and Expense Center be kept in the traveler's department with all original receipts from travel or the Procard Transaction Log (xls), depending on how expenses were paid during travel.

Please consult the following documents for more information: 

NOTE:  The 2015 business mileage reimbursement rate is $.575 per mile

Pre-Approvals for Business Expenses

Expenses greater than $1,000 for food and beverage expenses for use at any event or series of related events with similar purpose must be pre-approved by the Dean, Vice Provost, Vice Chancellor or Chancellor, as applicable. Approvals may occur via a hard copy of an email or memo, but must be submitted together with the request for reimbursement.

Pre-Authorization for Travel

For out-of-state and overnight travel, in-state and overnight travel, or any international travel, pre-approval is required.

  • Domestic -  A travel pre-authorization must be completed and approved within the Financial Production Travel and Expense Center by the traveler and the authorizing party for the funding source prior to travel. 
  • International - Travel Authorization, Form B (pdf) for international travel must be attached with the pre-authorization within the Financial Production Travel and Expense Center and approved by the Dean or above and by the Office of Institutional Compliance prior to travel no later than 10 business days prior to travel.
Failure to obtain the required pre-authorization may result in the denial of any reimbursement claims by the traveler.

Delegation of Permissions

Please contact Accounts Payable if you wish to delegate your permissions to create business reimbursement requests within Financial Production Travel and expense Center to another department administrator. Approvals cannot be delegated.

Tax Implications 

An employee reimbursement becomes taxable is if it is submitted after 120 days from the date of travel or the date of the purchase for reimbursement.

Missing Receipts

In the rare occasion that a receipt has been lost or cannot be re-generated by the vendor, a missing receipt affidavit (pdf) must accompany the request for reimbursement.

Relocation/Moving Reimbursements

To aid in recruiting and relocating exceptional candidates for critical university positions, at times the reimbursement or payment of moving expenses, relocation expenses, and/or temporary housing expenses from department budgets may be authorized when the administrative head of the employing department deems this expenditure is necessary and it is approved in advance by the appropriate Vice Chancellor.

For more information please consult the following:
To submit the request for reimbursement, fill out the: