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Reimbursements & PCard Expenses

Contact Travel & Expense

 Opt-in Only Service Details

Reimbursements & PCard expense reconciliation are currently available for those units, colleges, and schools who have already opted in to this service. If you have any questions regarding this service, please email our Service Management & Quality (SMQ) team

Employee Reimbursements

University employees that need to be reimbursed for work-related expenses can email us for the reimbursement. Please include any receipts, the business purpose, and the ShortCode(s). Employees can request reimbursement themselves, or on behalf of other employees.

To help ensure the reimbursement is processed in a timely manner, we have provided this checklist for you when emailing us. Processing may be delayed without this important information.

Checklist
  • Include the word “Reimbursement” in the subject line.
  • Attach receipts and any related documentation. NOTE: Receipt dates, amounts, names, and locations must be visible and legible, and must show proof of payment.
  • If receipts are not in English, please include clarifying information.
  • Include the business purpose and ShortCode.
  • Include a per diem request, if desired (meal receipts are not necessary.)
  • For hosting reimbursements (most food purchases), please include attendee list.

Once a reimbursement report in Concur is complete, we will send an email notifying the employee that the report is ready for review and submission. After reviewing the report, the employee submits it for approval. If you are new to Concur Reports, you might find How to submit a Concur Report helpful.

PCard Reconciliation

University employees that need to reconcile work-related expenses through the use of a PCard can email us. Please include any receipts, the business purpose, and the ShortCode(s). Employees can submit requests for themselves, or on behalf of other employees.

To help ensure the reconciliation is processed in a timely manner, please use the checklist below prior to emailing us. Processing may be delayed without this important information.

Checklist
  • Include the word “PCard” in the subject line.
  • Attach receipts and any related documentation (NOTE: Receipt dates, amounts, names, and locations must be visible and legible, and must show proof of payment.
  • If receipts are not in English, please include clarifying information.
  • Include the business purpose and ShortCode.

PCard reports are prepared on a monthly basis, and expenses can be added to a report throughout the month. To ensure reports are completed, receipt submission cutoff dates are based on department. Email notifications to submit PCard reports are sent out after the cutoff date. At that time, the employee should review and submit their report for approval.