Reimbursement

Early Reimbursement (Before 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. For scanning purposes, ALL receipts must measure 8.5" x 11" letter size paper. Small receipts must be taped on all 4 corners- not stapled to a blank 8.5" x 11" paper. All information must be on only one side of the paper.
5. Complete and submit a travel expense voucher (TEV) to the Travel Office for the airfare, registration or hotel.
   • Note: The approval on the TEV is separate from the prior approval requirements that you must obtain before the actual trip.
6. You receive a check.
7. Pay your charge card bill.
8. Prepare a second TEV when you return for all other expenses.
9. Use the same requisition/purchase order number from the first TEV.
10. 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. For scanning purposes, ALL receipts must measure 8.5" x 11" letter size paper. Small receipts must be taped on all 4 corners - not stapled to a blank 8.5" x 11" paper. All information must be on only one side of the paper.
5. Gather any related per diem advance
if applicable.
6. Reference any early reimbursement if applicable.
7. Complete and submit a travel expense voucher (TEV) to the Travel Office.
   • Note: The approval on the TEV is separate from the prior approval requirements that you must obtain before the actual trip.

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: May 4, 2007