Expense Reimbursement

Quick Tips

  • Submit all expense reimbursement requests within 90 days of the expense. This includes travel, hosted meals, supply purchases, etc.
  • When entering your flight information on an e-Reimbursement, please use the date the ticket was purchased rather than the first day of travel.
  • Make sure you have the proper funding number for your trip before you submit your reimbursement.

Submitting an Expense Reimbursement Request

  1. The Guided Expense Tool (GET) is the preferred web-based software for reimbursable expenses. E-Reimbursement is a second tool that is suitable for more complex reimbursement requests.
  2. To submit a request for expense reimbursement, visit the Accounting Services site and follow the instructions for GET or E-Reimbursement. You will need to know in advance which fund number your expenses will be reimbursed from (e.g., grant number, departmental fund code, etc.).
  3. Once you have submitted your reimbursement request online, please print out the expense report, attach your receipts, place them in a large envelope (available near the basket), and return everything to the basket in the Business Office (Room 1121). Please put your name in the upper right corner of the envelope. If claiming mileage, please print a Google map of your travel route and include it with your reimbursement envelope.
  4. If you need help with your reimbursement request, please contact your path coordinator or Hailey Johnson. 
  5. Reimbursement requests are approved at the department level by Hailey Johnson and then reviewed and approved by College of Letters & Science staff. Please allow 2-4 weeks for your reimbursement to be paid out. If you haven’t received notice of your reimbursement within 4 weeks, please contact Hailey Johnson.

Reducing a Day Trip Meal Allowance in GET

Follow the detailed instructions for reducing your day trip meal allowance when using the GET tool.

Additional Resources