Expense Report Preparation FAQs

What type of description should be included in the business purpose?

The business purpose should include a detailed description that documents and confirms how the expense relates to university business.  A good description should answer the following questions:

• What does the expense represent?
• Why does the expense relate to university business?
• When did the expense occur?
• Where did the expense occur?
• Who was the expense for and what is their business relationship to the university?

While all of these questions may not apply to every business expense, the information should be included when relevant.  

• For meals, the purpose should include the names of all attendees (if five or fewer) or the number of attendees (if greater than five), as well as the business topic that was discussed at the meeting. 
• For travel, the purpose should include the destination, dates of travel, and the specific business reason for the travel, such as the name of the conference attended.
• For supplies, the purpose should state the business and purpose of supplies and department that will use the supplies.

  What supporting documentation should be attached to the expense reports?

  All individuals requesting reimbursement or incurring business and travel expenses are required to scan and attach original receipts to substantiate their business expenses, except in the case of per diem reimbursements.  All single expenditures of $25 and greater must be accompanied by original and itemized receipts. Photocopies of credit card charge slips or statements are not sufficient.  Estimates should not be provided; finalized receipts/bills are required, including rental vehicles and hotels. Tear-off stubs for meals should be accompanied by a cash register receipt.

  Who is the appropriate approver for an expense report?

  Generally, the approver of a business expense should be the expense incurrer’s supervisor or someone at a higher level than the supervisor. No individual is authorized to approve their own, a peer’s or a supervisor’s business or travel expenses except in extenuating circumstances that were previously evaluated. Each department has an expense approval hierarchy.

  Who is responsible for tracking the progress of the expense report?

  The traveler or individual incurring the business expense is responsible for making sure the preparer (if applicable) submits the report and the approver approves the report, within 30 days of incurring the expense.  It is also the responsibility of the traveler or expense incurrer to confirm payment was received.

  What is the process if I receive reimbursement for business or travel expenses that were reimbursed by an outside agency, and I already received an expense reimbursement check from the university?

  Please contact Accounts Payable for guidance.

  What is the process if I have an expense report for international travel in foreign currency?

  For international travel, individuals should submit their expenses in the foreign currency in which the expenses have been paid (as evidenced by the related receipt(s)), and then convert the expense amount(s) using the Oanda Currency Converter.