Expense Reimbursement Request

This form is for expense reimbursement, visitor expense reimbursement and corporate card reconciliation requests.


Please be prepared with the following information: 1. detailed receipt/invoice for all reimbursements requested; 2. documentation confirming expenses were incurred by you e.g. conference/event flyer, travel itinerary, email requesting your participation/purchase; 3. information needed to submit any 90-day or exception forms if required for approval of your reimbursement; 4. summary list or file outlining all expenses to be processed.


Reimbursement will not be processed until all documentation is received. Employee reimbursement requests must comply with the University, College and department financial policies.



IMPORTANT NOTES

  • This Excel tracker can be used as a guide to organize expenses but is optional and not required to submit expenses.


  • If a visitor expense reimbursements is needed it must include the upload of a signed visitor expense report provided to the visitor by our financial assistant OR a note if the form was left with the department at the end of the visit.


  • Please allow 10 business days for processing of all standard reimbursement requests. NOTE: Delay in employee expense approval will increase time to payment disbursement.
Employee Status*

This is the number on the front of your wildcard.

If your expense is more than 80 days old, you will need to include a 90-day form.

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90-day Blank Form

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Include the expense report number created or enter "no ER" below if it has not been created.

Chose all categories of expenses that will be included in this request submission.

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If you selected "other" as the type of expense, include a description of the expense type here in addition to an explanation or summary of expense reimbursement.

If you have any other information needed for processing this reimbursement, please list below.

REQUIRED DOCUMENTS


For all reimbursement requests, please upload a completed dept Excel template and include email confirmation from the account owner you have approval to submit expenses to the included awards.


For all per diem requests, please include the per diem amount to be used for reimbursement (excluding any conference or pre-paid meals included with your visit from the daily total)

Link to the domestic and international per diem websites are below:

Domestic: https://www.gsa.gov/travel/plan-book/per-diem-rates

International: https://allowances.state.gov/content.asp?content_id=184&&menu_id=101&menu_id=101



For all receipt specific meals and/or catered events:

  • Itemized receipt
  • proof of payment
  • list of attendees/event flyer


For all travel (site visits and conferences):

  • Proof of attendance (airplane boarding passes or hotel bill(s) showing dates of travel/stay)
  • If travel was for research purposes, a brief description of the purpose of travel must be included above


For all mileage reimbursement requests:

  • Upload mileage calculator sheet including the starting address and ending address
  • If mileage reimbursement is requested we will use this to cover payment toward gas for the trip.
  • (NOTE: personal vehicle must have been used, gas will not be reimbursed)
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