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
A purchase requisition should be used to reimburse a non-employee for our of pocket expense. This form is not used to request reimbursement of travel expenses.
For the College of Law this form is typically used for student reimbursements. For reimbursements to consultants, an invoice should be provided.
The requisition should outlines the funding (chartstring), details of the expense being reimbursed, the business purpose, and who is being reimbursed (name, SUID, address).
- Please make sure all sections of the PR are complete:
- Assign a unique requisition # on top of the form
- Student Name and address can be listed in the vendor section or main body. The address listed should match their permanent address in myslice, as this is where payment will be mailed.
- Student SUID provided, and preferably their class year or clearly stated College of Law student.
- Dept contact info to include the name & extension of the person completing the form.
- The date the req is completed (top and center section of the form)
- A complete business purpose (always think who, what, when, where, and why – would someone outside the COL be able to understand who and why with the info provided?).
- Attach any invoice, receipt, method of payment shown, and approval to support the request as one completed pdf packet.
- File Naming Convention – Requisition ###### First Name Last Name $amount (this is different than a requisition being saved to pay a vendor
Guidelines for Travel Advances