Reimbursement ProcessHow to Get ReimbursedDocumentation and Receipts

Required Documentation for Domestic Trips
Required Documentation for International Trips
How to Prepare Documentation/Receipts
How to Submit Documentation/Receipts

Required Documentation for Domestic Trips

  • Receipts for airfare, lodging, conference registration and car rental expenses regardless of amount
  • Receipts for all other expenses of $75 or more

Required Documentation for International Trips

  • Receipts for airfare and car rentals regardless of dollar amount
  • If you are claiming actual expenses, receipts for meals and lodging are required for any single expense of $75 or more
  • Maximum daily limits for lodging and meals vary by location. The amount of the maximum daily limit is available on the US Travel Management website
  • If expenses exceed the maximum daily limit for the location, provide an explanation of the special circumstances. Examples of special circumstances that may support reimbursement above the daily limit amount include:
    • The conference rate for lodging is higher than the maximum daily limit
    • Costs in the location were unusually high, perhaps due to a sell-out national sporting event or to an unexpected airport closure
  • If the amount above the maximum daily limit is not justified, you will only be reimbursed up to the maximum daily limit

  • If you are claiming expenses on a flat per-diem rate, receipts for meals and lodging are not required, unless actual expenses exceed the maximum daily limit for the location.

  • For all other expenses not referenced here, receipts of $75 or more (i.e., ground transportation, interpreter services, etc.) are required.

  • Convert foreign currency to U.S. dollars – refer to your credit card statement or look up rates effective on the purchase date at

How to Prepare Documentation/Receipts

  • Obscure or remove any sensitive or confidential information, including:
    • Social Security Numbers
    • Credit card numbers (except the last four digits)
    • Debit card numbers (except the last four digits)
    • Credit or debit card security codes
    • Passwords, including access codes for financial institutions
    • Bank account numbers, including numbers encoded on the bottom of checks
    • Home addresses (UCB employees only)
    • Passport numbers
    • Driver’s license numbers or other state identification card numbers
    • Date of birth information
  • Ensure traveler’s name is shown on the receipt (e.g., the hotel folio shows the registered guest who paid is same person as the one being reimbursed)
  • A valid receipt will show who you paid, how much you paid, what you bought, when you bought it, and how you paid for it (cash, check, credit card)
  • The description of what is being purchased is legible and in English
  • The amount paid is clearly indicated and in U.S. dollars
  • Travel upgrades or payments of other expenses outside the policy standards require documentation and additional review/approval

How to Submit Documentation/Receipts

Watch this brief instructional video:

  1. Receipts must be submitted via email following the instructions in #2 and #3 below, The first step is to convert the receipts to a digital format using one of these methods:
    1. If you already received a receipt via email from your airline or hotel, simply forward the email
    2. Use your smartphone to take a photo of any required receipts (i.e., taxi greater than $75) and forward the photo via email
    3. Tape any other loose receipts to an 8 ½” x 11” sheet of paper, scan to pdf and send via email
  2. Send as an email attachment to The subject line of your email must conform to a special format (see Step 3 below) or the attachment will not be associated with the expense report. This will delay payment processing until the receipts are resent.
    1. You can send as many separate emails as you want. Each email will simply append the additional documentation to whatever was submitted previously.
  3.  The subject line of your email must be formatted as follows:
    1. The full 12 digit TRV Report ID + TRAVELER'S LAST NAME in all CAPS (in that sequence, with no spaces, # marks, etc.) It is essential to have the 12 digit report ID immediately followed by the TRAVELER LAST NAME. Example:
    2. To obtain the 12 digit TRV Report ID, the expense report must be initiated in the TRV reimbursement system, but does not need to have been submitted for approval. The traveler or preparer can begin the expense report prior to the trip by completing the first page of the expense report and clicking “Save & Continue” which will then generate the TRV Report ID.
  4. Reimbursement cannot be approved and processed for payment unless this step has been completed and all required receipts have been attached to the expense report.
  5. (Must use a browser other than Chrome) Go to the "Track Reports" page in the online Travel & Entertainment Reimbursement system, select the expense report the receipts are associated with and click on the “View Receipts/Documents” link to verify that the imaged documentation is correct, complete, and readable. Images will normally appear within 10 minutes of being emailed.
  6. If you have any questions or problems with this process, contact

Please note that the address must only be used for emailing travel or entertainment expense report documentation and receipts. Correspondence or improperly formatted emails will not receive a response.

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BearBuy Report Prepared by CSS

Travel Forms - used to provide trip information to report preparer. This link goes directly to the Campus Shared Services website.

BearBuy - Launch BearBuy to prepare a CSS Non-Purchase Request form for travel and entertainment expense reimbursements.

Travel Forms Report Prepared by Traveler
       Direct Enter

How-To Guide - step-by-step instructions.

Reimbursement System - launch system to enter and submit an expense report

 Department Specific Instructions

ERSO / CSS Team 2: Reimbursement Process 

Intercollegiate Athletics - Contact the IA Business Office

The Library

VCA and VCF Direct Enter