Electronic Submittal of Travel, Mileage, and Miscellaneous Reimbursements

As of March 2020, the finance department has revised the way travel, mileage, and miscellaneous reimbursements will be processed. In addition to the standard practice of accepting only printed paper copies, the finance office will now be accepting electronic submissions of travel, mileage, and miscellaneous reimbursements.

All reimbursements will need to be emailed as a PDF document to generalaccounting@uchc.edu.

Requirements

Please keep in mind the following requirements:

• If a paper copy has already been submitted to finance, please do not send an electronic copy.
• All documents should be scanned into one PDF file (with multiple pages).
• Please review each page of the PDF to ensure it can be read clearly.

All supporting documents should be included, as per usual reimbursements. These include:

• Properly filled out reimbursement forms.
• Travel Authorization request with appropriate signatures.
• All original receipts should be copied.
• Proof of payment for each expense.
• Additional documentation supporting the trip (agenda).
• Copies of airline tickets, hotel invoices, train tickets, etc.
• Please provide a copy of the MapQuest printout for mileage reimbursements.
• Authorized signatures - either digitally signed forms or hand signed. (We will not accept typed signatures.)

If a traveler’s personal credit card is used, please make sure to meet the following requirements:

• Redacted credit card statement linking ONLY the last 4 digits to the traveler’s name.
• All other unwanted personal information should be hidden/redacted.
• Only the transaction that is being asked to be reimbursed should be shown.

The finance office reserves the right to request original receipts.

Once an electronic reimbursement is submitted, please do NOT send in a paper copy as well.

Please note that all other reimbursement requirements are still applicable.