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Policy 2.93
Expense Reporting, Reimbursement, and Payment

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Responsible Official: Vice President for Finance/Chief Finance Officer
Administering Division/Department: Procurement Services
Effective Date: April 01, 2010
Last Revision: March 31, 2010

Policy Sections:

Overview

The purpose of this document is to describe the process for individuals requesting reimbursement or payment of travel expenses and/or payment of their AMEX Corporate Card while traveling on behalf of the University.

Applicability

The Travel Policies apply to faculty, staff, students, and non-employees traveling on behalf of the University and seeking reimbursement or payment for travel-related expenses from Emory University funds, regardless of the funding source.

Policy Details

2.93.1 Traveler Responsibility

2.93.2 Responsibility of Higher Level Approvers

2.93.3 Expense Reporting, Reimbursement, and Payment


2.93.1 Traveler Responsibility

Individuals traveling on behalf of the University should exercise good judgment when incurring travel expenses. Travelers are responsible for ensuring that incurred expenses and related reimbursement or payment requests comply with all applicable policies and authorizations and are supported with valid receipts and other documentation as required. The traveler’s signature on the Expense Report affirms that these responsibilities have been met. Travelers are responsible for adhering to the expense reporting and reimbursement or payment process described below.

2.93.2 Responsibility of Higher Level Approvers

Higher Level Approver must ensure that: 

  • the traveler is aware of the Emory Travel Policy in advance of the travel;
  • travel expenses were incurred while conducting authorized University business;
  • travel expenses were necessary, reasonable and consistent with University policies and the
  • stated business purpose;
  • an expense report includes the required documentation; and
  • travel expenses meet any and all Sponsored Program guidelines, if applicable.

2.93.3 Expense Reporting, Reimbursement, and Payment

Travelers are required to submit a completed Expense Report for all expenses related to a business trip.

1) Requests for reimbursement of personal funds used will only be considered after completion of the trip.

2)  Any extenuating (or unusual) expenses must be explained in the Expense Report. 

3) Accounting standards generally require that expenditures be reported during the fiscal year in which the expense was incurred. To facilitate timely reimbursement or payment and cost center reporting in the proper period, completed and approved Expense Reports should be submitted to Payment Services within 10 days after concluding the business trip.

4) AMEX Corporate Card holders who pre-pay airfare, registration, hotel deposits, etc., should submit an Expense Report prior to the trip to avoid late fees.

5) Late fees are the responsibility of the cardholder. If AMEX does not receive full payment within 30 days of the statement date, cardholders will receive a written warning. If the balance is not paid within 60 days, charging privileges will be suspended until the past due amount is paid. Balances not paid within 90 days will result in cancellation of the card. 

6) Expenses incurred by a group of individuals traveling together may be incurred by one person. A list of all travelers should be attached to the Expense Report. 

7) Reimbursement requests made during a current fiscal year resulting from travel expenses incurred in a previous fiscal year should not be submitted to Payment Services absent extenuating circumstances.  With the exception of travel that occurs during the fiscal year changeover, extenuating circumstances which prevent submission at some point within the same fiscal year are expected to be rare. Circumstances that may justify an exception include:

  • Extended personal illness
  • Death in the family
  • Unanticipated extended leave of absence
  • Travel outside the country for an extended period of time if documentation cannot be readily sent to Emory

Extenuating circumstances must be provided in writing and included in the Expense Report. 

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