PRO-U5348.10B Reporting and Reconciling Travel Expenses and Advances

Action By:

Traveler or Data Entry Delegate

  1. Accesses travel system to report expenses after returning from trip.
  2. Completes Expense Report following directions on Travel Services website. 

Traveler

  1. Reconciles and pays back any travel advance balance due to the University by the 10th day of the month following the return of travel.
    1. Notifies Travel Services if unable to meet deadline.
    2. If need assistance with reconciling an advance, contacts Travel Services.
  2. Ensures Expense Report is completed accurately and within required time frame.
  3. Submits Expense Report to Travel Services for approval. 

Travel Services

  1. Receives notice to audit Expense Report including timeliness of submission.
  2. Takes one of the following actions: 
    1. Approves Expense Report if it meets requirements, or
    2. Returns Expense Report to Traveler for correction and repeat Steps 1 – 5, or 
    3. Returns Expense Report to Traveler for cancellation, or
    4. Follows the Standards for Reporting and Reconciling Expenses and Advances (STNU5348.10D) if Traveler unable to meet requirements for reconciling advances. 

Approvers

  1. Receives notice to review an Expense Report. 
  2. Takes one of the following actions:
    1. Approves Expense Report if it meets requirements, or  
    2. Returns Expense Report to Traveler for correction and repeat Steps 1 – 5, or
    3. Returns Expense Report to Traveler for cancellation. 

Traveler

  1. Receives notice that Expense Report has been approved. 

Travel Services

  1. Ensures any reimbursements due to Traveler are processed. 

Traveler

  1. If discovers that additional expenses need to be reported after an Expense Report has been approved, submits another Expense Report for additional expenses by following this procedure.
  2. If discovers that an expense was reported and reimbursed in error, reports error to Budget Authority and contacts Travel Services for guidance. 

Travel Services

  1. Ensures any reimbursement owed by the Traveler is returned in a timely manner.

Procedure Information

Approved By:

Director of Business Services

Effective Date:

January 21, 2014

Authority:

Related Forms

No forms apply to this procedure.

Procedure Contact

Business Services

Phone: (360) 650-3340

Business Services website