Travel reimbursements can be processed after the trip has occurred. Due two weeks after return from travel please submit travel report Click here , and travel receipts showing proof of purchase. Please include hotel check out folio with itemized charges or lodging receipt, airfare purchase including passenger and flight itinerary, transportation, and meal receipts as applicable. Please submit all receipts showing proof of purchase and supporting documentation using the Payment Request Form for reimbursement.
Travel Advance – Spend Authorization
Spend authorizations can be processed prior to travel. A spend authorization can advance funds for work travel and can be processed after pre-approval for travel is granted and total travel expenses have been estimated. If you choose this option, please submit a travel advance prior to travel using the Payment Request Form, please include conference date information, conference/seminar agenda, invitation, airfare receipt, and lodging reservation, etc. Please indicate in the comment section of the form that you would like to request a travel advance spend authorization.
After travel is complete, but no longer than two weeks upon return, please fill out the travel expense report and provide all travel related receipts and supplementary documents to close out the advance, by using the Payment Request Form. Please indicate in the comment section of the form that you are closing out a travel advance.
Reimbursement for Meals/Class Meals
Reimbursement for meals must include itemized receipts and proof of payment. The business purpose and names of attendees must also be included. There is $50 available per class for end of semester food (pizza, cookies, etc.). Itemized receipts and a course roster are required for reimbursement. Please submit all receipts and supporting documentation using the Payment Request Form for reimbursement
Reimbursement for Events Funded Through Teaching, Learning, and Campus Life Committee
Events funded through the Teaching, Learning, and Campus Life Committee (TLCLC) are prepared by the Dean of Faculty’s Budget Management Team. Please submit your receipts and all supporting documentation including event announcement, flyer, and award letter using the Payment Request Form for reimbursement.
To process an honorarium, the person receiving payment must submit a W-9 Form. The W-9 form must be signed either with a handwritten signature or with DocuSign eSignature. Please submit the completed W-9 form along with the name of the speaker, the date and subject of the presentation, if presentation was given over Zoom or in person, honorarium amount, and the budget the funds should be expensed from using the Payment Request Form. For class speakers there is a $50 honorarium for each individual class per academic year. For class speaker honorariums please submit in addition the course roster.