Business Expense and Travel Expense Reimbursement
Reimbursement requests for valid business or travel expenses should be done online through Financial Production
within Employee Self-Service’s Travel and Expense Center. It should then be printed out, signed by the appropriate authorizing person, and forwarded along to the Accounts Payable department with all receipts, official conference or training agendas, and the completed and signed pre-approval (business expenses) or pre-authorization (for travel). See below for additional detail on pre-approvals and pre-authorizations.
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.
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- Travel Authorization, Form A only (doc) for out-of-state domestic travel must be completed and signed by the traveler and their direct supervisor prior to travel. The original, signed authorization form should be kept within the department but a copy must be submitted with either 1) the completed, fully signed printout of the travel reimbursement form from the Financial Production system, or 2) the Procard Transaction Log (xls), depending on how expenses were paid during travel.
International – Travel Authorization, Forms A and B (doc) for international travel must be completed and signed by the traveler and the Dean or above and by the Office of Institutional Compliance 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 to another department administrator. Approvals cannot be delegated.
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.
In the rare occasion that a receipt has been lost or cannot be re-generated by the vendor, a missing receipt affidavit
must accompany the request for reimbursement.
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.