Although paying for University approved travel with a University Procurement Card is encouraged and preferred, travelers can pay for expenses using personal funds and then request a reimbursement.
When travel is completed, all Travel Expense Reports for purchases made with and without a University Credit Card are required to be substantiated, signed and approved by a supervisor. These reports must be submitted to Accounts Payable, along with any travel approval forms, as soon as possible but no later than twenty (20) business days after the last day of travel.
It is the responsibility of the traveler to keep clear and complete records of expenses. To maintain efficient business processes, travel documentation that is incomplete, inaccurate or not well-organized will be returned to the traveler and will delay reimbursement processing.
Below is information on how to complete the Travel Expense Report. All supporting documents must be submitted, along with the completed expense report, to Accounts Payable.
- Travel authorization (PO) # should be noted in top right-hand corner.
- Name, department and campus address.
- Complete accounting chartfield (report will be returned if not complete; see your departmental administrative assistant for help if you don’t know this information).
- Phone number where you can be reached for questions.
- Dates and Business Purpose of Travel (must be specific because of IRS rules; see Travel Policy for details).
Summary of Travel Expenses
- Each day of travel should be noted in a separate column of this summary section.
- Note total expense incurred by day and type of expense in the chart.
- The total column should sum totals by type of expense.
- Any amounts that have already been paid for the trip by CUA, such as airfare purchased through travel agency and billed to CUA directly, or paid with a CUA credit card should be noted in the Paid By CUA column.
- Note any travel advances in the row named “Less: Travel Advance”.
- If the total of expenses exceeded the amount of any advance received, the amount should be noted in the row “Total Due Traveler”.
- If the amount of advance exceeded the expense total, the amount should be noted in the row “Balance Due CUA”.
- For foreign travel: The traveler must provide currency conversion to US dollars using a rate in place at the time of travel. Copy of rate used must be attached to the report.
Certification of expenses
- Must be signed and dated by an approved fund manager for the department/org charged.
- All forms must be approved by a supervisor and not an employee that reports to the traveler. The Sponsored Accounting Office only provides a budget and compliance review and cannot sign as an approver.
Personal Travel Meals
- See Official University Travel Policy for documentation requirements. The traveler can use either Actual or Per Diem reimbursement but must use one method for the whole trip.
- For actual reimbursement, note "Actual" in the 2nd column and list each meal by day with amount.
- For actual reimbursement, all meals must include the names of the people included in the meal in Other Notes column.
- For actual reimbursement, attach supporting itemized receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow. (on 8 1/2" by 11" paper)
- For Per Diem reimbursement, note "Per Diem" in the 2nd column and list the appropriate rate by day.
- Total of this section and the Group Business Meal section should tie to amount reported in summary expense section.
Group Business Meals
- For each group meal, note the date, the business purpose of the meeting, the attendee names and the amount.
- Attach supporting itemized receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow. (on 8 1/2" by 11" paper)
- Total of this section and the Personal Travel Meal section should tie to amount reported in summary expense section.
- List expenses by day. If the traveler claimed Per Diem reimbursement, the daily rate includes incidental charges such as tips (excluding transportation).
- Total should tie to amount reported in summary expense section.
- Attach supporting receipts in an organized fashion that is clear and easy for the supervisor and Accounts Payable Department to follow.
- List mileage traveled in personal auto by day and with description of trip. (See Useful Links for help with mileage calculation.)
- Use IRS approved mileage rates.
- Total of mileage expense should tie to amount reported in summary expense section.