Travel & Entertainment Reimbursement

Travel & Entertainment Reimbursement is one of the University's authorized buying methods, designed to reimburse staff, faculty, and authorized students and non-employees in a timely fashion for travel and entertainment expenses they have incurred on behalf of the University. To ensure timely reimbursement and to comply with IRS and sponsored program requirements, the process has been recently updated. Specifically, the University must be able to demonstrate that reimbursements are made for business expenses only, reimbursements are made within a reasonable period of time after the expenses have been incurred, and that documentation, including original receipts, is obtained prior to reimbursement and retained for potential audit.

To help you effectively use and understand this payment method, please click on the linked process steps on the left. To understand who participates in each of the process steps, the chart below provides a quick overview; clicking on the color-coded listing to the right offers a further definition for each role. Each participant in the travel and entertainment reimbursement process plays an important part in making payment of reimbursable expenses proceed smoothly - from a customer's informed purchasing behavior, receiving a “higher level approver’s” authorization, to a TAC (Transaction Authorization Card) holder’s timeliness in submitting your request for reimbursement to IDS (Individual Disbursement Services).

After selecting a step, you may also choose to view only those actions and responsibilities related to a single role in that step by clicking on one of the 7 roles to the right.

View the Know Before You Go guide