Expense Report - In-State, Out-of-State and Standing Travel
Module: Expense
Business Process #: EX - 3
Purpose of Process: To process employee expense reports for in-state, out-of-state and standing travel.
| Step | Individual | Activity |
| 1 | Traveler | Employee travels based on approved travel authorization. |
| 2 | Traveler/Delegate | Prepares expense report in PeopleSoft Financials. |
| 3 | Electronic Process | Electronically submits Expense Report to Department Manager 1 for approval. |
| 4 | Traveler/Delegate | Prints final copy of Expense Report and staples all required receipts (no paper clips) and the approved travel authorization. |
| 5 | Traveler | Employee signs final copy of Expense Report |
| 6 | Traveler | Sends via campus mail the final, signed copy of Expense Report, with all receipts and the approved travel authorization attached, to the appropriate approval authority as determined by the department. All documentation must be submitted to the Office of the Controller for final payment to be made. All project/grant accounts must also be signed by the PI and submitted to the Office of Sponsored Operations for approval. The Office of Sponsored Operations will review and route documents to the Post-Grants Office in the Department of Budget Services. The Post-Grants Office will review and route documents to the Office of the Controller. |
| 7 | Department Mgr 1 | Ensures the transaction has a valid budget check, reviews and approves expense report through workflow and submits electronically to Department Mgr 2, if required, for approval. |
| 8 | Department Mgr 2 (if required) | Reviews and approves expense report through workflow and electronically submits to AP Auditor for approval. |
| 9 | AP Auditor | Matches electronic expense report to signed, hard copy of expense report with supporting receipts and travel authorization. Audits and processes expense report for payment. |
Expense reports are to be compiled and submitted for approval within sixty (60) days after the trip is completed. Expense reports referencing a standing travel authorization (including mileage) are to be submitted at regular intervals (no less than once prior to fall/spring break and at the end of the fall and spring semesters) throughout the span of time identified on the authorization.
