About TU


FINANCIAL SERVICES

Obtaining Travel Expense Reimbursement

The university will reimburse faculty and staff for business travel expenses on the basis of a properly prepared Travel Expense Voucher which is signed by the traveler and approved by the traveler's Authorized Budget Signature.

The following information is presented to assist you in obtaining reimbursement:

1. When to file the Travel Expense Voucher

2. How to complete the Travel Expense Voucher

3. How to handle and present receipts

4. What are the Signature requirements

5. Where to send the Travel Expense Voucher

6. When and how reimbursement will be received

For assistance, contact the Financial Services Help Line: 410-704-5599.

All forms are available on the Forms Directory.

1.  When to file the Travel Expense Voucher

  • Submit the Travel Expense Voucher within five days of return from the trip if the traveler has received an advance from Working Fund.
  • Otherwise, the traveler should file this form as soon as possible to ensure prompt reimbursement.

2.  How to complete the Travel Expense Voucher

  • The Travel Expense Voucher can be completed on line - detailed instructions for completing the voucher are available on the Forms Directory.
    Basic instructions include:
    • Itemize expenses daily.
    • Stay within published meal rates.
    • Use the mileage worksheet section of the form to calculate mileage expense.
    • Complete trip start and end times. This determines meal eligibility.
    • Print the form and obtain all required signatures.

Take care to complete the Travel Expense Voucher completely and accurately to ensure that the form can be processed and reimbursement distributed to you on a timely basis.

3.  How to handle and present receipts

For reimbursement, travelers must obtain receipts that will document all travel expenses claimed with the possible exception of meals and gratuities.

  • Hotel receipts must be itemized, and meals charged to the room should be recorded separately from hotel charges. Credit card receipts do not satisfy this requirement.
  • Meal receipts are not needed when claiming the per diem amount. When the actual meal cost is requested, an itemized receipt is required.
  • Airfare/train documentation should include the passenger copy of the ticket and boarding passes when available.
  • Tape small receipts to a separate sheet of paper.
  • If receipts are lost or cannot be obtained (such as parking meters and toll coin baskets), provide a written explanation.
  • Foreign travel: Record the rate of currency exchange in effect at the time of travel on each receipt and show how the reimbursement amount was calculated. Provide English translation of any receipts written in a foreign language.

Submit form and receipts in duplicate: one original and one copy of the Travel Expense Voucher (see the Forms Directory) and all receipts.

 

4.  What are Requirements for Signatures

  • The traveler must sign the Travel Expense Voucher to certify that all information provided is "just and correct".
  • The form must also be approved and signed by an Authorized Budget Signature.
    • This signature must be original.
    • This is an employee (usually the department head, dean or budget officer) who has an Authorized Signature Form on file permitting them to sign financial documents charged to his or her department.
  • If the traveler is the Authorized Budget Signature, then the form must be signed by his or her supervisor.
  • Signatures for travel funded by Grants or Contracts:
    • Same as above except that the Finance Officer of the College of Graduate Education & Research signs as the Authorized Budget Signature.
    • If the trip is funded by a grant or contract AND a second source of funds, the authorized budget signature of the second source of funds must also sign this form.
    • For more information regarding travel specifically related to grants and contracts, contact the CGER Finance Office at (410) 704-2033.

5.  Where to Send the Travel Expense Voucher

Send or bring your Travel Expense Voucher, original receipts, and a photocopy of each document to the Working Fund Office located on the 4th floor of the Administration building at 7720 York Road.

  • Working Fund Service Counter Hours:

  Monday afternoons, 1 to 4 pm

  Tuesday & Wednesday, full day, 8:30 am to 4 pm

  Thursday & Friday mornings, 8:30 am to 12:30 pm

   Note: Advance Requests must be presented before 3:30 pm to allow time for processing.

  • Petty Cash Service Counter Hours (Payroll Office):

  Monday & Tuesday afternoons, 1pm to 4pm

  Wednesday, Thursday, Friday mornings, 8:30 am to 12:30 pm

   Note: Please wait to receive an email pick up notice before arriving at a petty cash counter.

  • A document drop-off box is available for after hours.

6.  When and How Reimbursement will be Received

The Working Fund Office is responsible for verifying that the Travel Expense Voucher is properly completed, signed and approved, that expenses claimed are documented with original receipts, and in compliance with the University Travel Policy.

The traveler will be notified by the Working Fund Office of any problems preventing the processing of the reimbursement request (missing receipt, unsigned form, etc.). Reimbursement cannot be issued until all problems are resolved.

Method by which the traveler is reimbursed depends upon how travel expenses were paid:

  1. If the traveler received a Working Fund advance, a reimbursement "settlement" check is issued by the Working Fund Office.
    • Check is printed in the Working Fund Office for the amount of expenses claimed less any advance received.
    • The traveler will be contacted when the settlement check is available for pick-up in the Working Fund Office. (usually 7 - 10 working days on average assuming voucher is properly completed).
  2. If the traveler used personal cash only to pay for travel expenses and the reimbursement amount is over $100, a reimbursement check will be mailed to the traveler's home address; or, if the traveler receives payroll funds by direct deposit, the expense reimbursement will be received through direct deposit.
    • Check/Funds issued by the State Treasurer's Office in Annapolis.
    • Process takes 2 - 3 weeks on average.
  3. If the traveler used personal cash only to pay for travel expenses and the reimbursement amount is less than $100 (petty cash limit), the traveler has the option to choose reimbursement in cash or by check/direct deposit.
    • Check/Direct Deposit: traveler will received the reimbursement check from the Treasurer's Office in Annapolis; or, if the traveler receives payroll funds by direct deposit, the expense reimbursement will be received through direct deposit. The process takes 2 - 3 weeks.
    • Cash: traveler will be notified when the cash is available for pick-up at his chosen site. The cash pick-up process takes 5 - 7 working days.
      • The Bursar's Office Payment and Rebate Check Disbursement Center in the Enrollment Services Building, Room 336. Or,
      • The Payroll Office Service Window in the Administration Building, 4th floor

      Petty Cash Service Counter Hours (Payroll Office):

        Monday & Tuesday afternoons, 1pm to 4pm

        Wednesday, Thursday, Friday mornings, 8:30 am to 12:30 pm

  

Note: Please wait to receive an email pick up notice before arriving at a petty cash counter.

 

 

Map

Emergencies
410-704-4444

University Police
410-704-2134

Closings & News
410-704-NEWS (6397)

Text Alerts
Sign up now