Employee

Following is some information and pro-active steps Budget Managers and Department Heads can take to help ensure employee travel and personal reimbursements are processed expeditiously.

Travel Reimbursements

• Before you leave on your trip, contact Accounts Payable and ask them to review the travel reimbursement procedures.
• Reimbursements are made only for actual expenses incurred. Refer to the Travel Reimbursement Schedule for allowable reimbursements.
• Carefully read the Travel Reimbursement Instructions.
• Complete the Travel Reimbursement Form and attach original receipts supporting the travel expenses you incurred.
• Secure the Department Head's signature on the reimbursement form if the travel is being charged to a College account.
• For travel charged to non-state funds, ensure sufficient cash is available to fund the reimbursement.

Personal Reimbursements

• For reimbursements being charged to a College account, complete the check request form and attach original receipts supporting the expense(s) incurred.
• For personal reimbursements of food costs related to mandatory meetings or events, include the following supplemental information:
• • state the academic nature of the meeting;
  • attach meeting agendas, minutes and/or other notes;
  • indicate whether attendance at the meeting was voluntary or mandatory;
  • indicate who, in general, was in attendance (e.g., editorial board members).
• For reimbursements charged to non-state funds, ensure sufficient cash is available to fund the reimbursement.