Travel Expense Report

Using a Travel Expense Report

In order to report travel expenses (including airfare, lodging, registration fees, per diem, ground transportation, etc.) and receive reimbursement, you must fill out and submit to ORSP a Travel Expense Report along with receipts for each expense. ORSP will review and approve the form and submit it to the business office. You should expect to receive reimbursement in approximately two weeks. The Travel Expense Report can also be used to request a travel advance. Further information is provided at the bottom of this page.

How to fill out a Travel Expense Report

TOP BOXES: You must enter

• your name
• your ID #
• your mailbox
• the name of your grant (indicate under "Department")
• the reason for travel
• the dates of travel
• the travel destination

CENTER BOXES: List your expenses

Each expense should be listed on a separate line.

• In the left column, indicate the grant Banner number (fund and org) out of which the expenses should be reimbursed.
• Under "Description of Expense," describe the expense. Specific details are helpful. For example, you might indicate "Best Western" rather than simply "Hotel." This helps ORSP and the Business Office keep better track of your receipts.
• To the right, you will notice a number of columns that list the appropriate account numbers for various kinds of expenses such as airfare, lodging and registration. Find the account area that best fits your expense and in the correct row and column indicate the amount expensed. If you do not see a category that fits, choose "Business Travel-Other"
• The form will automatically total the columns down and the rows across. The amount at the bottom of the "Total" column should match the total in the box marked "Accounting Use Only."

BOTTOM BOXES:

At the bottom right you should indicate how much reimbursement is due to the employee and how much was charged to the ORSP US Bank Visa credit card. ORSP is happy to help you make travel arrangements using the ORSP US Bank Visa credit card.

You should sign the "Employee Signature" box at the bottom of the form. ORSP will sign the "Supervisor Approval" box.

When the report is complete, submit the form to ORSP for approval.
ITEMIZED RECEIPTS:

Grant manager must submit itemized receipts for all expenses!

PER DIEM:

Those traveling via grant funds will be reimbursed for actual meal expenses up to $46 per day, which is the SCU per diem rate. These expenses must be verified with itemized receipts. Alcohol is not an allowable expense and must be paid by the individual on a separate receipt.

The first and last day of a trip are considered travel days and count as half days as you calculate per-diem. So if you depart on a Monday and return on a Friday, you are eligible for four days of per diem with Monday and Friday each counting as a half day and Tuesday, Wednesday and Thursday counting as full days. Thus, your per diem calculation is 4 x $46 = $184. This would be the maximum amount you could be reimbursed providing you submitted itemized receipts totaling this amount. You will not be reimbursed for any amount over the per diem rate or for any amount for which you do not have an itemized receipt. Note that if you are attending a conference in which meals are included as part of the registration, the per diem rate will be adjusted to cover only those meals not included. Contact ORSP if you have questions!

TRAVEL ADVANCES:

At times you may wish to request a travel advance for meal or ground transportation expenses. In these cases, you should fill out the Travel Expense Report, carefully estimating how much you will need for each column and checking the box that says "Travel Advance" at the top of the form. ORSP will sign off on the form. Once the Business Office has processed the form, you will be able to pick up your funds at the Student Accounts window on the second floor of Derham Hall.

When you return from your trip, you will again complete the Travel Expense Report, indicating your exact (rather than estimated) expenses and submitting itemized receipts for each expense. If you spent more than anticipated, you will receive additional reimbursement. If you did not use all of the advance you must return the extra funds to the Business Office. In the bottom right boxes, you should indicate the amount of the travel advance in the box that says "Less Cash Advance Received." The amount of the advance will be deducted from the total funds to be reimbursed. If you are returning funds, indicate how much in box that says "Cash Advance Amount Returned."