Reimbursement Requests

Reimbursement Requests

To obtain reimbursement in a timely fashion please follow the instructions listed below for the type of reimbursement-travel, entertainment, or supplies expenses-you are requesting.  All reimbursements will be sent by direct deposit unless you request it to be mailed to your home address.  Persons can only be reimbursed for his or her own expenditures.

Travel Reimbursement

  1. See the Senior Administrative Associate Cindy Figueroa in the Chair’s Office for a
    Request for Travel  Authorization (RTA) Form, which will provide an RTA number.  Complete and submit the form before traveling. If you are traveling to another country the RTA must be filled out and approved 30 days prior to your travel).
  2. After receiving your RTA number, complete a Travel Payment Worksheet.
  3. Tape all original receipts down to plain sheet of paper, careful not to tape over the amounts on the receipt.  (Do not use the back of the paper or scratch paper)
  4. Turn in all receipts and the completed Travel Payment Worksheet to the Administrative Associate Tammy McDade in Business Affairs in CPE 1.450D.
  5. In some cases proof of payment may be needed for receipts still showing “balance owed” a credit card statement will work as proof of payment.
  6. Mileage is reimbursed at 55.5 cents per mile.
  7. If you need conversion rates, please go to Oanda.com and attach a copy of your conversion sheet.
  8. After the voucher has been created the administrative associate will contact you for your signature.

*Note:  You are not allowed to pay for someone else’s travel expense(s).  If sharing a hotel room please have hotel separate charges if possible.

Entertainment Reimbursement

  1. Fill out an Official Occasion Form.
  2. Tape original receipts to plain sheet of paper careful not to cover the amount. Include name and EID on corner of paper.  (Do not use back of paper or scratch paper.
  3. Turn the Official Occasion Form and original receipts in to the administrative associate in CPE 1.450D.

    • Tips can only be reimbursed up to 20 percent of the bill.
    • Itemized receipt must also be included.  Proof of payment maybe needed if no credit card receipt is available.  (Proof of payment can be credit card statement, canceled check, receipts showing paid, if cash)
  4.  If you do not have an itemized receipt.  You will need to provide a written statement listing the individual items that were purchased.  This statement must be on letterhead along with your signature.