Reimbursement

Early Reimbursement

You may be reimbursed for airfare, train, hotel or registration expenses before you leave. These are the only type of travel expenses that may be reimbursed before the trip.

1. Check with your department first.
2. Encumber a requisition/purchase order estimating the expenses for the whole trip.
3. Attach receipts to the TEV.
4. Complete and submit a travel expense voucher (TEV) to the Travel Office for the airfare, registration or hotel.
   • Enter expenses paid on behalf of others in the appropriate fields on the TEV.
   • The approval on the TEV is separate from the prior approval requirements that you must obtain before the actual trip.
5. You receive a check.
6. Pay your charge card bill.
7. Prepare a second TEV when you return for all other expenses.
• Use the same requisition/purchase order number from the first TEV.
• Reference any early reimbursement on the second TEV.

How To Get Reimbursed

1. Check with your department first.
2. Encumber a requisition/purchase order.
3. Attach receipts to the TEV.
• Car mileage expenses requires supporting documentation for reimbursement.
• If you claimed the registration fee in advance before the trip and are claiming other travel expenses after the same trip, you must still attach the registration form to the second TEV to identify if meals were included.
4. Gather any per diem advance
if applicable.
5. Reference any early reimbursement and use the same requisition/purchase order number from the first TEV if applicable.
6. Complete and submit a travel expense voucher (TEV) to the Travel Office.
   • Enter expenses paid on behalf of others in the appropriate fields on the TEV, except for meals. See guidelines for meal(s) reimbursement on behalf of others.
   • The approval on the TEV is separate from the prior approval requirements that you must obtain before the actual trip.
7. You receive a check.
8. Pay your charge card bill.

Wire Transfer

Travel reimbursement may also be processed as electronic payment (wire transfer). Follow the steps above. List the required wire info in the comment section and note "wire transfer" in the address box of the TEV.

Hint:

• Travel expenses paid for in US dollars may be converted and wired in a foreign currency which is subject to fluctuations in the exchange rate.
• Travel expenses paid for in a foreign currency may be wired in that foreign currency. Do not convert the amount paid in a foreign currency to US dollars if the reimbursement is to be paid in that foreign currency.
• Note the amount and type of foreign currency on the TEV.

Travel Office
Box 351117
(206) 543-5858
Modified: April 21, 2009