GVSU Travel & Expense Reimbursement

For Additional Travel & Expense Questions Regarding Coronavirus (COVID-19)

See the Travel & Expense FAQ link.

Travel & Expense FAQ for Coronavirus (Covid-19)

 

For Additional Questions Regarding Cancelled Events Related to Coronavirus (COVID-19)

See the Event Cancellation FAQ Link

Event Cancellation FAQ related to Coronavirus (COVID-19)

Travel & Expense Form and Receipt Submission 

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Electronic Submission Preferred

How to submit a T&E Reimbursement electronically

  • Complete appropriate form electronically.
  • Scan and/or take pictures of Receipts.
  • Put images into One Word Document or PDF so they can be stored together in one document.
  • Email Form and Document with stored receipts to appropriate approval authorities.
  • Forward approval with attached forms to travel@gvsu.edu Use Subject line: <Last Name> T&E Submission.
  • The e-mail, with appropriate approvals included, shall suffice for Original Signatures.
  • Maintain copies of original receipts until reimbursement is received.

 

If paper is the only option

Submitting Receipts:

  • Receipts smaller than half a sheet of paper (8 ½ X 5 ½) MUST be taped to an 8 ½ x 11 piece of paper. Please do not use staples!
  • You may put as many receipts on the paper as you can without overlapping any information or edges of the 8 ½ x 11.
  • Use both sides of the paper and use more than one sheet if necessary. Make sure that all information is readable and not covered by the tape.
  • Please do not use highlighters or circle line items to identify your reimbursable expenses, instead make a note in the margin of the receipt. (Highlighters and tape may degrade the ink before the document can be scanned into the University's imaging system for record keeping.)


Sample Receipts

Travel & Expense Guidelines (at-a-glance guide)
 

Checklist


You may need to log-in using your GVSU network credentials to access this form.

** Notice Regarding Technology Purchases **
Technology items such as computers, tablets or computer accessories must be acquired through the GVSU IT Technology Supply Office.  Please be aware that you will not get reimbursed if you purchase these items on your own.   

GVSU Travel & Reimbursement Desk
2015 James H. Zumberge Hall
Claire Mitchell, Accounting Systems Assistant
(616) 331-2203
Travel & Expense Reimbursement email: Travel@gvsu.edu


Please keep in mind that hand written reimbursement forms may be submitted, but will require a longer time for processing.  For the fastest processing, use the Excel version of the forms provided on this page.

NOTICE: Mileage Reimbursements changed to $0.56 per mile, effective January 1, 2021. Any mileage reimbursements for travel during 2020 will be reimbursed at $0.575. Please be sure to use current forms whenever submitting your expenses for reimbursement. 

Travel and Expense Forms:
Please note: When submitting travel reimbursement forms, hand written forms may require additional processing time. To expedite your reimbursement, please complete your form in the Excel format, which is set up to auto-calculate expenses.

Travel and Expense Form: May be used for all types of expenses. This form MUST be used for reimbursement of trips.
Excel File to fill out and print

Travel and Expense Form-Mileage & Meals Only: Used only for reimbursement of mileage and meals.
Excel file to fill out and print

Travel and Expense Form-Miscellaneous Expenses: ** Do NOT Use This Form For Trips! ** May be used only when the Travel and Expense Form or Travel and Expense Form-Mileage & Meals Only form do not apply. Please see note regarding Technology purchases at the top of this page
Note to faculty/staff who have been approved for Advanced Degree Tuition Reimbursement: This is the form you will need to complete for your reimbursement.  For more information please review the policy and procedures.       Policy    Procedures for Reimbursement
Excel file to fill out and print

Travel and Expense Form-Mileage Only - Used only for reimbursement of mileage.
Excel file to fill out and print

Stored Value Debit Card Reconciliation Form:
Excel file to fill out and print

Travel Advance Request Form:
Excel file to fill out and print
Sample of completed Advance Request/Reimbursement forms when Expenses exceed Advance.
Sample of completed Advance Request/Reimbursement forms when you have funds remaining after trip.

Travel Expense Direct Deposit Setup Form (You will need to log in to the secure access page (with your network ID & password) for this form.
Note: This is Separate from Payroll Direct Deposit