Reimbursing an Individual

Reimbursements for travel and business hosting expenses are processed through different systems depending on whether the individual is a guest, student, or employee. Please submit the following documents/information for processing:

Guest/student

  • Name
  • Email address 
  • Mailing address 
  • UMID (student only)
  • Business purpose for purchases/trip/hosted meal
  • Date of event
  • Shortcode
  • Itemized receipts showing proof of payment of the following:
    • Lodging
    • Airfare (Reimbursement is only for the cost of standard airfare. Flight should be booked at least 14 days in advance.)
    • Hosted meals, including list of attendees
      Note the following limits:
      • $30/person for breakfast or lunch
      • $70/person for dinner
      • $20/person for any alcohol purchase; additionally, a separate shortcode must be used for the alcohol portion of the charge
    • Transportation
    • Mileage (Provide map of your trip with start point and end point.)
    • Exception memo needed for expense restrictions. 

Employees

  • Employees that need to be reimbursed for work-related expenses can submit this eForm for reimbursement. The Shared Services Center can assist with creating an expense report for reimbursement.