When a business trip or event has concluded, University staff, faculty, and authorized students and non-employees are required to submit documentation for expenses they incurred in Step 2 and Step 3 in order to be reimbursed. The updated T&E reimbursement process assigns a hierarchy of responsibility for the preparation and approval of reimbursement requests at each School and Center. The customer or travel arranger is required to complete a reimbursement form to their TAC Holder. The TAC holder then reviews, approves, retains copies and submits the request for processing to IDS (Individual Disbursement Services), either via intramural mail or in person. When travel and entertainment expenses related to the same trip or event equal or exceed $500 or if a Reimbursement Justification form is required, review and approval must be documented by the higher level approver. The chart below further outlines the preparation, approval and submission process.

It is recommended that the forms and supporting documents be submitted within ten (10) days of the end of the trip or event. Processing and payment will take an additional ten (10) days, for a total of twenty (20) days from end of trip to reimbursement. This timeframe is specifically designed to meet the payment period for the AMEX Corporate Card; signing up for direct deposit will help further expedite payment. In any case, reimbursement requests submitted after 182 days (or 6 months) will no longer be paid.