Tracking the Status of a Travel Reimbursement

Overview

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, the process is:

  1. Collect documentation after the trip (receipts, itinerary, etc.)
  2. Employees submit an expense report in the travel reimbursement system
    1. Guests and students should 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
  5. Travelers receive reimbursement payment, typically within 10 business days

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

Employee-travelers can check the status of their reimbursements once entered into the Reimbursement System.

Instructions

  • Log in to the Reimbursement System
  • 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)
  • 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 and Status Details

The reimbursement status is displayed in the 'Report History' section of the Reimbursement System.

Report Not Yet Submitted

Description

A report has been started and saved, but not submitted for approval.

Action

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.

Typical Number of Business Days in this Status

This may vary as the report may have been started before the end date.

Reports should be submitted within 45 days of the end date.

Who to Contact with Questions

  • Payee
  • Department Preparer

Date Paper Work In

Description

The most recent date that the documentation and receipts were uploaded to the Reimbursement System.

Action

Click the 'View Receipts/Documents' button to ensure all required documentation and receipts are attached to the report.

Refer to the 'Report Note' section to review any comments regarding needed documentation.

Who to Contact with Questions

  • Payee
  • Department Preparer

Date Sent to Reviewer

Description

The completed report was submitted to the approver queue for review.

Action

The approver needs to review the transaction for policy compliance, completeness, and funding allowability.

The approver must okay the transaction in the Reimbursement System.

Typical Number of Business Days in this Status

1 to 3 business days

Who to Contact with Questions

  • Preferred Approver
  • Home Department Approver

Date Reviewer Approved

Description

The approver examined the transaction and approved it for payment.

Action

Please 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 and Travel.

Typical Number of Business Days in this Status

1 to 2 business days

Who to Contact with Questions

Date Travel Approved

Description

The Accounts Payable and Travel office has cleared the transaction for payment.

Action

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.

Typical Number of Business Days in this Status

1 to 2 business days

Who to Contact with Questions

Date BFS Paid

Description

The payment has been issued to the payee.

Action

The payee receives payment.

Typical Number of Business Days in this Status

Please allow 3 to 5 business days for payment to be received.

Who to Contact with Questions

Date Rejected

Description

The approver returned the transaction to the payee or preparer for correction or additional information.

Action

Please refer to the report notes for comments or questions from the approver.

Revise the report and re-submit it for approval.

Who to Contact with Questions

  • Preferred Approver
  • Home Department Approver