In order to receive reimbursement for expenses incurred while traveling on University business, it is necessary to complete a Travel and Business Expense Report and submit the report to Payment Processing (CL 3000) within 10 days of the conclusion of your journey. Original receipts are required for all expenses except meals.
All travel related forms are available in the Forms Stock Room (412-624-0927). Electronic versions, including the Travel and Business Expense Report, are available through University Business Forms.
Airfares submitted for reimbursement must be supported by an original ticket receipt. In addition, a memo addressed to Payment Processing must be attached to the expense report briefly stating why the airfare is to be reimbursed, e.g., “travel changes while in route,” “Internet fare was less expensive,” etc. Report reimbursable airfares in the “Air, Rail, Commercial” column on your expense report. The reimbursement of airfares can take place only after the journey is complete.
Car rental costs, including fuel and parking, will be reimbursed based on actual costs supported by original receipts. Optional car rental insurance costs are not reimbursable. Report car rental reimbursements in the “Taxi, Limo, Car Rental” column on your expense report.
When using your personal vehicle for business purposes, reimbursement will be based on the mileage rate established by the Internal Revenue Service. Mileage is to be calculated from your normal place of business, not from home or any other location. The mileage reimbursement is to cover operating cost of your vehicle, i.e., fuel, insurance coverage, repairs, etc. Parking and tolls are separate from the mileage rate and can be reimbursed at actual costs supported by receipts. Report mileage reimbursement in the “Personal Car” column of your expense report, list the number of miles traveled, and the reimbursable amount calculated using the current mileage rate.
Meal Per Diem
Meal reimbursement may not exceed per diem. Per diem is established by the federal government and varies from city to city. In addition to meals, per diem includes incidental expenses. Incidental expenses include costs for laundry, cleaning, and tips for services. Meals and incidental expenses (M&IE) combined will be reimbursed without receipts or other documentation of expense, but may not exceed per diem. List per diem in the “Meals – During Travel” column on your expense report.
When necessary for business purposes, it is possible to host a business meal and receive reimbursement for the expense. Business meal reimbursement is limited to $60 per person, including tip. The expense must be supported by an original receipt and requires the approval of the chancellor, provost, appropriate senior vice chancellor, vice chancellor, dean, director, or responsibility center head. List business meals in the “Meals – Business” column of your expense report and explain the purpose of the meal and who attended on the back of the back of the expense report.
If a business meal incurred while traveling is reimbursed, a reasonable reduction in the traveler’s per diem must be made for that day. “Reasonable reduction” is determined by the traveler’s department administrator.
The actual costs for lodging will be reimbursed and must be supported by an original receipt supplied by the hotel. List lodging expenses in the “Lodging” column on your expense report.
If a column identifying your specific expense does not exist, list the expense in the “Other/Misc” column. All miscellaneous expenses must be supported by original receipts and must be explained on the back of the expense report.
Expenses can be distributed among a number of PRISM accounts. Be certain that accounts you use are valid and that your calculations are correct before submitting your expense report to Payment Processing (CL 3000).
All expense reports must be signed by a person holding a superior position to the traveler. Travels are not permitted to approve their own expenses nor may a person holding a subordinate position.