Expense Report Reminders

Submit the electronic expense report for approval after data entry.
Complete the Cost Effective Transportation Form and retain it in the department for audit purposes.
Provide the proper departure/return time for single day trips.
Submit expense reports within 45 calendar days of the last travel date.
Submit receipts that indicate payment was made.
Have the hotel/motel occupancy tax excluded or provide an explanation.
Submit the team/group roster and detailed itinerary with all cash advance requests.
Do not list registration that UWG has paid on traveler's behalf as "prepaid" on the expense report.
Expenses cannot be paid on behalf of another employee.
Employee should sign expense report.
Submit a properly approved travel authorization.
Submit the correct version of the printed copy (landscape view; not portrait view).
Submit the expense report with all necessary receipts.
Ensure that all funds are available in your budget before submitting the expense report.
Any exceptions to travel policy require written explanation by the traveler to the appropriate Department Manager for approval prior to submission to the Controller's Office.
Attach copy of official conference agenda.

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