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Reimbursement After the Trip
Please note: Always be sure you are using the latest Travel Workbook from the Travel Forms page when completing the Travel Reimbursement form.
- Travelers have 30 days from the completion of travel to submit all appropriate reimbursement forms to Procurement & Supplier Diversity Services(PSDS) for review. These include required approvals, pages, and original supporting documentation (i.e., ticket stubs, boarding passes, receipts, etc.).
- An explanation as to why paperwork was not submitted in a timely manner will be required if reimbursement requests are received after 30 days.
- Written approval from the appropriate Dean or Vice President is required in cases where the reimbursement request submission exceeds 60 days. If a traveler submits three or more reimbursement requests more than 30 days old, the Dean or Vice President will be notified and the requests may be denied entirely.
Steps to completing your reimbursement request:
- Collect all receipts and supporting documentation.
- Complete the appropriate Travel Reimbursement form. The traveler may do this, or provide necessary information and receipts to another person designated by the traveler and the department for this purpose. Claim only meals for which the traveler incurred expense and which were not claimed as meals provided.
- Travelers who are employees or students must sign the Travel Workbook. Non-employee, non-student travelers are not required to do so.
- Attach to the workbook all required original itemized receipts, cost comparisons, foreign currency conversion sheet,final confirmation pages for internet purchases, required higher level approvals, etc., as appropriate. Failure to include any required documentation will unnecessarily delay the reimbursement.
- Departments must also complete a Payment Voucher (PV) in the Integrated System to generate the payment.
The Payment Voucher cannot be processed and will remain on hold until this documentation is received and reviewed by Accounts Payable.
Follow up:
When five business days have elapsed since submission of documentation, if you have received no notices regarding your PV, review the "Payment Vouchers on Hold" report to make sure your voucher is not still on hold.
If the PV is still on hold, contact PSDS to find out if your documentation has been received and what action you need to take to ensure prompt reimbursement.
If the PV is not still on hold, either a check will be issued or, if the traveler has direct deposit, an e-mail notification of deposit will be sent.
