Expense Reimbursements

The University will reimburse travelers for reasonable and necessary expenses incurred in connection with approved business travel.  For allowable expense limits, see Travel Allowances, Mileage and Per Diem Rates.

Reimbursement Tips

• All Faculty and Staff will submit for reimbursement via Concur Expense.
• Submit expense reports for internal departmental/unit approvals within 30 days of the last day of travel and respond promptly to requests for details and documentation.
• Itemized receipts are required for all expenses except meal per diems. See the Travel Guide for a list of receipts and records to submit for reimbursement.

How to Prepare Receipts/Documentation

• Redact or remove any sensitive or confidential information, including:
  • Social Security Numbers or Medical Record Numbers
  • Credit or debit card numbers (except the last four digits)
  • Passwords, including access codes for financial institutions
  • Bank account numbers, including numbers encoded on the bottom of checks
  • Passport numbers
  • Driver’s license numbers or other state identification card numbers
  • Date of birth
• Ensure traveler’s name is shown on the lodging receipt (e.g., the hotel folio shows the registered guest who paid is the same person as the one being reimbursed).
• Submit a memo or justification explaining any unusual charges, change fees, upgrades, lost receipts, etc. to reduce the need for follow up questions.
• Currency:
  • Concur Users: The Concur system will automatically convert out-of-pocket foreign currency expenses utilizing average daily rates from OANDA.
  • Web Travel Users (Students and Guests, only): Convert currency amounts paid to U.S. dollars before entering the amounts into the system.