The web based Travel & Expense reimbursement system for out of pocket spending is to be used for employees only. Therefore paper reimbursement forms should be used for reimbursements to non-employees.
The electronic templates for Employee Expense Reimbursements and Travel Vouchers (new form available as of 1/1/23) are available on the BFAS Forms page and are only to be used for non-employees.
Travel Voucher
This is a Microsoft Excel form that is used to request reimbursement of out of pocket expenses related to University business travel.
Complete the daily detail worksheet first. The total from the daily detail will automatically come across to the expense report worksheet. Use the Expense Report tab to move to the Expense Report Worksheet. Complete the entire expense report worksheet indicating the travel order number if one was issued for a travel advance
- Please make sure to fill in highlighted sections including “citizenship”.
- To submit one of these reimbursement requests, please convert the completed form to a pdf, and merge with all receipts and supporting information into one packet.
- If you are unfamiliar with merging pdf documents please reach out to Budget or IT. If you need to be assigned a delegate for faculty or staff, instructions are attached.
- Lastly, if you have paper documents (invoice, receipts, etc) that you are unable to scan, Disbursements is encouraging staff to utilize Microsoft Lens (see attached instructions) to create a PDF.
- Other file types such as jpg (such as a picture take with cellphone), emails, and word documents should be converted into a PDF.
- The completed packet order will be ID/PR, invoice, followed by any approvals or supporting information for the expense. For example, if paying for food an attendee list is required and/or the invitation to the event.
Per Diem - See separate guideline for Per Diem Instructions.
Expense reimbursement
This is a Microsoft Office form used to request reimbursement for an employee’s of out of pocket expenses related to University business. This form is not used to request reimbursement of travel expenses. May be used to reimburse local mileage.
Complete the daily detail worksheet first. The total from the daily detail will automatically come across to the expense report worksheet. Use the Expense Report tab to move to the Expense Report Worksheet. Complete the entire expense report worksheet indicating the travel order number if one was issued for a travel advance.
- Please make sure to fill in highlighted sections including “citizenship”.
- To submit one of these reimbursement requests, please convert the completed form to a pdf, and merge with all receipts and supporting information into one packet.
- If you are unfamiliar with merging pdf documents please reach out to Budget or IT. If you need to be assigned a delegate for faculty or staff, instructions are attached.
- Lastly, if you have paper documents (invoice, receipts, etc) that you are unable to scan, Disbursements is encouraging staff to utilize Microsoft Lens (see attached instructions) to create a PDF.
- You can also convert jpg, emails, and word documents into a PDF. The completed packet order will be ID/PR, invoice, followed by any approvals or supporting information for the expense. For example, if paying for food an attendee list is required and/or the invitation to the event.
Guidelines for Travel Advances