SILLC Reimbursement Request

This form is for UA Employees within the School of International Languages, Literatures, & Cultures to request business expense reimbursements.

If you have questions, please contact the SILLC business team at:

SILLC-Finance@arizona.edu.


The University of Arizona has a legal and ethical mandate to manage taxpayer and student tuition dollars in a way that is appropriate and reasonable for a public university. It must be demonstrated that funds are being used reasonably to support and advance the educational, research, and outreach mission of the University.


Please see the Business Purpose Guide for examples of appropriate business purposes.


Please see the Reasonable Expense Guide for more detailed information about appropriate and reasonable expenditures.


Please be sure to submit form before closing tab or browser window, since data entered on this form cannot be saved to be returned to later.


All fields marked with an * are required. If you are unable to submit the form, double check that you have filled out all required fields.

If you experience any technical issues submitting the form, please email cohhelp@arizona.edu or submit a ticket here.

Select
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Which reimbursement type is this? (Select one)*

Travel expenses

Please enter the Travel Request # (e.g. TR-000056) associated with your original travel authorization request. Travel expenses will not be reimbursed unless there is an approved travel request on file.

Are you requesting reimbursement for airfare?*

* If your travel includes flights that will not be paid for with department funds, your airfare itinerary must still be provided for confirmation of travel dates.

* If your airfare has been previously reimbursed or paid for on the pcard, we will have a copy of the itinerary on file in the business office.

Are you requesting meal per diem?*

(Per diem is paid after travel has concluded.)

Please check all that apply. Lodging locations are required for per diem calculation, and rates are based on the location where you stayed each night.

Provide the street addresses of all locations, and the dates of your stay in each.

Provide the city/cities you stayed in and the dates of your stay in each. (Street addresses are not required for private lodging.)

Please provide details, including addresses and dates of stay.

Were any meals provided to you during your trip?*

This can include, but is not limited to, complimentary breakfast at a hotel, meal service on flights, meals catered for conference attendees, or meals provided if staying in a private residence.

Please specify which meals (lunch, etc.) and on which specific dates they were provided. This is required to accurately calculate your per diem, so please be as detailed as possible.

Are you requesting lodging reimbursement?*

Submit an itemized receipt that shows breakdown of nightly room rate and fees/taxes.

Provide business destination(s) and addresses that you are requesting mileage to/from:

*You may include gasoline costs in this total. Itemized fuel receipts must be provided along with car rental receipt.

Non-Travel Expenses

  • In-person conferences - registration for in-person conferences held outside of Tucson are a travel expense. Please submit a travel authorization first, then submit a travel expense reimbursement request for conference registration.


  • Conferences held online or in Tucson - If requesting reimbursement for a conference or workshop held online/virtually, or in-person here in Tucson, where no travel is involved, please mark "Other" below and provide a brief explanation and a website link or attach a flyer.


  • Business meetings - meetings held on or off campus where food was purchased. (Alcohol cannot be reimbursed with University funds.) List of attendees with affiliations and meeting agenda must be included.


  • Tangible items - can include, but is not limited to, physical books, office supplies, equipment, etc.

* A business agenda and attendee list with attendee affiliations MUST be attached and submitted with form.

If purchased online, were the items shipped to a University address?*

(All tangible items purchased with University funds will remain the property of the University, and should be shipped to a University address.)

Please confirm that purchased software/ebooks will be downloaded and installed on University-owned devices only. (Check box to agree.)

Business purpose examples can be found here. Please explain how the expenses advance the University’s mission of research, education and outreach. (All expenses should support at least one of those three criteria.)

  • To help reduce processing time, please submit all documents in PDF format. Physical receipts must first be scanned before being uploaded here, and need to be clear and legible.


  • There is a maximum limit of 10 file attachments per form submission. (See final question after the file upload box below if you have more than 10 files.)


  • Please have your files clearly named before uploading. This helps us identify and organize the attachments faster, and minimizes the need for follow-up for clarification.


  • If your receipts are in a language other than English, providing English translations (or a description of what each expense is for) is very helpful for reviewers to know what they are looking at, and reduces the amount of follow-up that is required for clarification.


PLEASE ATTACH:


  • Itemized receipts for ALL expenses. Receipts must show the date of the expense, the total amount paid, a description of what was purchased, and a payment method. Lodging receipts should show breakdown of nightly rate and taxes/fees.


  • If no payment method is listed on a receipt (e.g. credit card) then a credit card or bank statement MUST be included as proof of payment. (You may redact unrelated or sensitive info such as personal charges and full account numbers. We will do this for you if we receive an unredacted statement.)


  • A credit card statement only cannot be substituted for a detailed, itemized receipt.


  • Expenses for which there are no itemized receipts will be considered taxable.
Drag and drop files here or
Do you have more files to attach?*

If you've reached the maximum file upload limit above, please check 'Yes' and you will receive an email to upload additional documents. Alternatively, please combine your files into one PDF or .zip in order to bypass the file upload limit. (This email may take several minutes to arrive.)

If you experience any technical issues submitting the form, please email cohhelp@arizona.edu or submit a ticket here.

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