After You Travel: Expense Reporting
Travelers are reimbursed for expenses properly approved and documented. Time, effort, and confusion are minimized when travelers complete their Travel Expense Reports fully and accurately and submit them as soon as possible-preferably within ten days-upon trip completion. The Travel Expense Reimbursement Report is the last page in the Travel Forms Packet that also contains the Travel Authorization form.
IRS rules require business travel to be documented in a timely manner. Travel expense reports submitted longer than 60 days after trip completion will result in Vanderbilt reporting the reimbursements as taxable wages.
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If you charged any travel expenses to a PCard, log into Access Online -either while traveling or immediately upon your return-and enter the Travel Authorization number for your trip into the corresponding field for each travel-related PCard charge. When you return from your trip generate and print the Transaction Detail report in Access Online and filter for the Travel Auth number. Attach this report to your Travel Expense form and retain the original PCard receipts per your department´s PCard policy.
After completing the Travel Expense Reimbursement report and obtaining all required signatures, submit it with original out-of-pocket receipts and the PCard Transaction Detail Report (if applicable) for processing to:
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University
Disbursement Services VU Station B 351810 Nashville, TN 37235-1810 |
Medical Center
Medical Payroll Office VU Station B 351810 Nashville, TN 37235-1810 |
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Expense Reimbursement Report |
Download dtailed instructions for completing the Travel Expense Reimbursement report.
Post-Travel FAQs
What if I lose a receipt?
If you lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will be happy to provide you with a copy of your receipt. When submitting a duplicate copy of a receipt or alternate documentation, please include a memorandum or statement, signed by the person incurring the expense and the person approving the expense, stating that:
- No original receipt is available
- The expense was on behalf of the University
- The item and amount of the expense are accurate
- No other reimbursement of expense has been or will be sought or accepted from any source
When will I get reimbursed?
Expense reports that are complete, contain proper signatures, and do not require additional review, typically get processed within 5 business days after Disbursement Services or Medical Demand Check receives them.
I am responsible for approving an individual's travel expenses. What procedures do I need to follow?
Internal Audit has drafted a suggested checklist that may be of use, particularly to those newly responsible for authorizing travel and approving travel claims. Click here to view the document.
Schools or other units may establish more specific, detailed or restrictive policies or procedures. Travelers should ensure that they are aware of any particular requirements that may apply.
What documentation do I need to attach to the travel claim report to substantiate business expenses?
Along with a copy of the original "Request for Travel Authorization", the primary documentation requirement relates to receipts. Proper documentation consists of an original receipt for any single travel expenditure $25 and above (or a more restrictive guideline established at the school or division level). Appropriate receipts include:
Air/Rail- Original passenger receipt or original e-ticket receipt/itinerary/boarding pass. The e-ticket/itinerary must show proof of payment (i.e., credit card being charged).
Hotel- Itemized hotel bill/receipt
Car Rental- Original Rental Agreement receipt and receipts for gas
Meals/Entertainment- Original credit card or cash register receipt
Personal Vehicle Usage- Receipts for tolls / parking, and mileage log
Online Transactions- Requests for reimbursement for on-line transactions must clearly show proof of payments (i.e., credit card being charged)
What is the current mileage reimbursement rate for business use of a personal vehicle?
Effective July 1, 2011 the IRS changed the standard mileage rate from $.51 to $.555 per mile on use of a personal car for business purposes and from $.19 to $.235 per mile for moving purposes.
My business trip has been canceled. Can I still be reimbursed for the airline ticket?
Travelers are encouraged to rebook unused tickets within a reasonable timeframe whenever possible. If a ticket has to be changed and a penalty is incurred, the traveler may claim reimbursement from the University for the penalty.
If it is not possible to use the ticket through rebooking, then, subject to (a) approval by the appropriate manager and (b) the requirement that the cost be charged to an unrestricted center, the cost may be submitted for reimbursement. The reimbursement request submitted must include explicit documentation on the reason(s) the trip had to be cancelled, why the ticket could not be rebooked, and include the unused original ticket.