How to Track the Status of a Travel Reimbursement Request

The process for submitting a travel expense report and request for reimbursement involves multiple steps and handoffs. While processes may vary slightly between campus departments, at a high level, those reimbursement steps are:

  1. After the trip – collect documentation (receipts, itinerary)
  2. Employees submit an expense report in the travel reimbursement system. Guests and students contact the sponsoring department for assistance.
  3. Scan all records and backup documentation into a pdf and submit
  4. Travel transaction preparers and approvers review the information and process the request in the travel reimbursement system (TRV, for short).
  5. Traveler receives reimbursement payment, typically within 10 business days

Many travelers have requested greater visibility into what happens at step 5.

The TRV system is available for employee-travelers to track the status of their reimbursement requests once it has been entered into TRV.

Go to https://reimburse.berkeley.edu/; login with CalNet; select Track Your Travel Reports.

A grid will display your Travel Expense Reports that have been entered in the system.  The most recent report will be listed first.

Click Track: To view a summary of the report and to track the status of the reimbursement request

Click View: To view details on the travel expense report (the bar-coded page)

How to check the status of a travel reimbursement payment

Selecting 'Track' will display a summary of that expense report. Refer to the 'Report History' section. If the display is a list of dates, the transaction is in process or completed:

If Report History states “Report is not yet submitted” it is at the first step of being processed.

Reimbursement Workflow

Monitor the actions in Report History:

If the status is:

It means:

Next action:

Typical # of business days in this status:

Who to contact with questions:

Report is not yet submitted A report has been started and saved, but not submitted for approval. More information may be needed. When complete, the Submit for Approval button must be clicked in order for the report to be routed to the Approval queue. Varies - the report may have been started before the end date; reports should be submitted within 45 days of the end date Payee
Department Preparer
Date Paper Work In Most recent date that documentation and receipts were uploaded to the reimbursement system.  Click the 'View Receipts/Documents' button to ensure all required documentation and receipts are attached to the report. Look in the Report Note section to see any comments regarding needed documentation.. N/A Payee
Department Preparer
Date Sent to Approver The completed report was submitted to the Approver queue for review. The Approver needs to review the transaction for policy compliance, completeness and funding allowability. The Approver must okay the transaction in the reimbursement system. 1-3 Preferred Approver
Home Department Approver
Date Approved The Approver examined the transaction and approved it for payment. Ensure the 'Date Paper Work In' step has been completed. Based on business rules, the system will route the transaction for further review by Accounts Payable/Travel. 1-2 travel@berkeley.edu
entertainment@berkeley.edu
Date Travel/Auditor Approved The Accounts Payable/Travel office has cleared the transaction for payment The payment transaction is interfaced to BFS where it will be identified automatically for processing via the payee's preferred method of payment. An email is sent by the reimbursement system to the payee as notification that a payment is in process. 1-2 travel@berkeley.edu
entertainment@berkeley.edu
Date BFS Paid The payment has been issued to the payee. Payee receives payment. End.  Allow 3-5 days for payment to be received. disburse@berkeley.edu
Date Rejected The Approver returned the transaction to the payee or Preparer for correction or additional information. See Report Notes for comments/questions from Approver. Revise the report and re-submit for approval. N/A Preferred Approver
Home Department Approver