BUSINESS EXPENSE REPORT and/or TRAVEL REPORT

All reimbursement requests for travel-related expenses (airfare, hotel, cab/shuttle fare, mileage, auto rental, conference fees, per diem, etc.) and out of pocket expenses (dinner for a speaker, home depot supplies used for experiments, etc.) must be submitted on a business expense and/or travel report form. The expense report form is online.

All original receipts, statements, invoices, etc. must accompany the expense form. These receipts MUST REFLECT THAT THE BILL HAS BEEN PAID IN FULL ($0'S OWED).

Examples of acceptable receipts, statements or invoices are:

• Itemized hotel bill (must show nightly room rate, tax, method of payment, etc.) Submission of only a credit card receipt or statement is not sufficient.
• E-ticket confirmation fro Orbitz, Expedia, etc. E-ticket receipts MUST include method of payment (type of credit card and last four digits of the credit card number)
• Cab/shuttle receipt
• Itemized auto rental receipt (must show rental period, daily rate, taxes, fees, amount due, method of payment, etc.)

In addition, we will require information on the purpose for the trip (e.g. copy of the meeting announcement, conference agenda, etc.)

The business expense form consists of two pages. The first page of the form must contain the following information::

• traveler's name
• remit to address
• a complete chart string (Account, Fund, Dept ID, Program, and if applicable, Project/Grant)
• total dollar amount to be reimbursed. If a travel advance was issued, the advance must be listed on a separate line
• brief description of the purpose for the trip
• traveler's signature

If the traveler took out a travel advance, the advance must be reconciled within thirty days of the conclusion of the trip. The traveler must also reimburse the Unviersity for any unused portion of the advance.

The traveler MUST also itemize all expenditures (airline tickets, hotel, car rental, taxi fare, registration fee, etc.) as well as the purpose of the trip on the second page. In addition, if the submitted receipts are in foreign currency that you have converted to US dollars, we will need the source that you based your conversion rate on.

Once the form has been completed, it must be signed by the traveler and the PI. The form, with all supporting documentation, must be submitted to the Biology Office for review and signature before it is turned in to Sponsored Program Accounting for processing.

Assuming that there are no problems with the reimbursement, the traveler can expect a reimbursement check within a two to three week timeframe.

PAYMENT REQUEST

All reimbursement requests under $1500 for third-party/vendor payment requests for purchases or services must be submitted on a Payment Request form. This form is available online.

The payment request form should contain the following information:

• the name of the vendor (if payment should be made to a third-party) or the name of the individual requesting reimbursement for out-of-pocket expenses
• remit to address
• complete chart string including Account, Fund, Dept ID, program, and if applicable, project/grant number
• dollar amount to be reimbursed
• brief explanation of the expense to be reimbursed

NOTE: the University will not reimburse for non-food related sales tax.

All original receipts, statements, invoices, packing slips, etc. must accompany the request form.

Once the form has been completed, it must be signed by the preparer and the PI. The form, with all supporting documentation, must be brought down to the Biology Office for review and signature before it is turned in to Sponsored Program Accounting for processing.

Assuming that there are no problems with the reimbursement, payment can be expected within a 2 - 3 week timeframe.