Frequently Asked Questions - Travel Reimbursement Request

When do I need a receipt?

Receipts are required for registration fees, airfare, lodging, and car rental expenses regardless of the amount. Approvers will review the receipts to ensure that it was actually the traveler who paid for the expense and that non-business related charges (i.e., hotel spa services, child car seat rental, etc.) are not included. Receipts are also required for any expense of $75 or more. Auditors expect to see receipts to support the payment of a business expense; if a payment is not proven to be business related, it may be disallowed and, as a result, taxable. It is always in the...

When are trip expense reports / reimbursement requests due?

Per UC policy, expense reports must be submitted within 45 days after the end of the trip. When a trip lasts more than 90 days, a quarterly report is required. Payments of reimbursement requests submitted after 45 days may be reported as taxable income or may not be paid at all, considering the circumstances and funding sources. A trip expense report must be submitted even if no reimbursement is due the traveler (i.e., when the only expense is direct billed airfare).

Why do I need a business purpose?

The IRS requires sufficient records to document that the expenses for which the university is paying are related to a legitimate activity from which the university will benefit. A good statement of business purpose for the trip will answer who, what, when, where and why. Just saying ‘research,’ ‘attend conference’ or ‘donor meeting’ is usually not sufficient. Travelers may also be asked to provide a business justification for particular expenses.

Who can approve an exception?

Exceptions are rare and could introduce risks to other aspects of the travel program. Only individuals with the delegated authority may consider and grant exceptions.