Travel & Expense FAQ's

Travel & Expense FAQ's

 

       GVSU Travel & Expense FAQ's

 

My unit head is out of the office...who can approve my expense reimbursement request?

More funding has become available and we would like to request an additional reimbursement for someone that we short-paid earlier this fiscal year.  What do I need to submit?

Why am I being taxed on the meals I submit for reimbursement?

Why can't I just use "University Business" as the Business Purpose on my T & E Reimbursement form?

What expenses are considered reimbursable and which ones do I need to submit a receipt for? 

What account codes should I use for my expenses?

I signed up for direct deposit for my payroll, why am I receiving a check for my travel reimbursements?

Why is my G# required on my reimbursement form?

I completed a "My Name" request, why do you still request my legal name on the reimbursement form?

I recently traveled abroad to a conference, and my receipts are in a foreign currency.  Should I put the foreign currency amount in the expense form, or does it need to be converted?

Is there a cut-off time for meal per-diems?

Is there a minimum dollar amount and/or number of miles that I can submit for reimbursement?

When filling out the reimbursement form in the meal section, there are not enough lines for the number of days that i need to claim meals.  What should I do?

I have a medical condition that requires me to have more leg room during flights.  Can I be reimbursed for the cost of my seat upgrade?

I will be attending a conference out of state and would like to drive my own vehicle.  Can I be reimbursed for the mileage?

I attended a conference, but had relatives/friends in the area and stayed with them, so there is no hotel expense.  Do I need to indicate this on the reimbursement form?

When I fill out the mileage reimbursement request form, do I need to include the physical street address of the business that I visited?

I rented a vehicle to drive to an out-of-town conference and need to submit my expenses.  Can I claim mileage and/or gas on the rental?

When filling out the expense form, the date will not fit.  How should I enter the date on the form?

   

My unit head is out of the office...who can approve my reimbursement request?    

  1. If another person in your department has approval authority in Banner they can approve expenses up to their limit.
  2. You can send your reimbursement documents to your Dean’s office for approval.
  3. We will accept an email approval from the unit head if they are on university business.  The email must include the person’s name, total amount of the reimbursement request and business purpose. (Note: this does not apply when the unit head is away on personal time.)

More funding has become available and we need to request an additional reimbursement for someone we short paid earlier this fiscal year.  What do I need to submit?   
     NOTE:  We will allow only one (1) additional funding request per Travel & Expense Reimbursement Form. 

  1. Create a new Travel & Expense request using the Business Purpose “Additional Funding Available for Reimbursement”.
  2. Make a copy of the complete original “package” from OnBase.  This will include all receipts and any additional documents needed to complete the reimbursement.  Note: you may need to rotate the expense form prior to printing so it prints properly to a full page.
  3. In the upper left-hand corner of the form, staple the new form and the complete copy of the original package submitted together.
  4. Have the new form approved by the appropriate person and submit to the Travel Reimbursement Desk (2015 JHZ).
  5. If you are unable to see your reimbursements in OnBase, please contact Stacey Lefevre for access and training.

Why am I being taxed on the meals I submit for reimbursement?    

  1. The IRS has very specific about the criteria regarding meal reimbursements.  For a detailed list of taxable vs. non-taxable meal reimbursements click here

Why can't I just use "University Business" as the Business Purpose on my T&E Form?

  1. The IRS requires us to have a business purpose listed on your reimbursement so you don’t get taxed for the expense.  Your description must include specific criteria to conform with the IRS guidelines.  See this Quick Guide to help determine what information to include on your forms. 

What expenses are considered reimbursable and which ones do I need to submit a receipt for?

  1. There is a complete list of expense types available for your reference that indicates whether an expense is reimbursable, and if so what documentation is required.  Click here for the Expense Type document.

How do I know what account code to use?
If you're unsure what account code you should use when processing an expense or revenue, you can use these handy guides to determine which would be most appropriate...
Commonly Used Banner Expense Codes
Commonly Used Banner Revenue Codes

I signed up for direct deposit for my payroll, why am I receiving a check for my travel reimbursements?
Travel and expense reimbursements are not related to Payroll and are handled by a different department, so you must sign up for direct deposit separately.  Click here for the form.

Why is my G# required on my reimbursement form?
The G# replaces your SSN at the university and it identifies you and helps us make sure we are paying the correct person.

I completed a "MyName" request; why do you still request my legal name on the reimbursement form?
It is a requirement of the Social Security Administration that you use your legal name on official business documents.   This will also help us locate you in the system so that your reimbursement can be promptly processed.

I recently traveled abroad to a conference, and my receipts are in a foreign currency.  Should I put the foreign currency amount in the expense form, or does it need to be converted to U.S. Dollars?
The foreign currency needs to be converted to U.S. Dollars.  If you use a credit card for your expenses, then the statement will be the most accurate conversion amount.  Please include a copy of the credit card statement or provide the conversion rate used.  It is also helpful if the USD amount is written next to the foreign currency amount on the receipt so that the numbers can be easily connected to the amount on the expense form.

Is there a cut-off time for meal per diems?
Typically we consider meals before 11:00 am local time to be breakfast, between 11:00 am - 3:00 pm local time lunch, and after 3:00 pm to be dinner.

Is there a minimum number of miles or a minimum amount I can submit a reimbursement request for?
There is a minimum reimbursement amount of $5.00, so you may need to hold your reimbursement request until it totals $5.00 or more.  Also, please keep in mind that mileage driven between buildings on the same campus are not eligible for reimbursement, and your miles from home to work and work to home are not reimbursable in most cases.  See IRS Guidelines to determine eligibility.

When filling out the reimbursement form in the meals section, there are not enough lines for the number of days that I need to claim meals.
You may combine days on the meal section of the reimbursement form if you have more than 5 days of meals of so that you do not need to use two or three more forms.

I have a medical condition that requires me to have more leg room during flights.  Can I be reimbursed for the cost of the seat upgrade?
With proper documentation, yes, you may be reimbursed.  You will need to be evaluated by GVSU Disability Support Resources, and once approved, they will give you an Approval letter that says you may be reimbursed for the upgraded seats.  The information provided to DSR is confidential and will not be contained in the approval letter.  The approval letter will need to be attached to each reimbursement with a reimbursement request containing a seat upgrade.  Note: The seat upgrade is still considered an exception to the policy, so the expense reimbursement form will still require Executive Officer approval to process.

I rented a vehicle to drove to an out-of-town conference and need to submit my expenses.  Can I claim mileage and/or gas on the rental?
The university reimburses any gasoline purchased for the rental.  Mileage will be reimbursed only if you drive your personal vehicle.

I will be attending a conference out-of-state and would like to drive my own vehicle.  Can I be reimbursed for the mileage?
If you choose to drive a long distance rather than flying, the university will only reimburse up to the cost of an economy or main cabin airfare.  The policy states that it shouldn't cost the university more for you to drive than it does to fly.  you will need to submit a reasonable airfare estimate with your reimbursement request.  We will not accept an estimate for a flight leaving on the following day.

I attended a conference, but had relatives/friends in the area and stayed with them, so there is no hotel expense.  Do I need to indicate this on the reimbursement form?
Yes, please indicate that you stayed with relatives/friends so that your meals will not be taxed erroneously.  if it looks like there was no overnight stay, then your meals will be taxed.  Please note: Hotel and meals should all be on the same form to ensure that meals are not taxed.

When I fill out the mileage reimbursement request form, do I need to include the physical street address of the business that I visited?
No, we do not need the physical street address of the business.  We are looking for the name of the business, city, and state if other than Michigan.  Also, please indicate where your trip began - whether it was from campus or home.  You may use abbreviations for the campus locations (ALL, EC, DEV, CHS, BIK, TC, MUSK.)

When filling out the expense reimbursement form, the date will not fit.  How should I enter the date on the form?
Please using the following format for dates on your expense reimbursement forms:  MM/DD/YY.  If you enter a range of dates, please use MM/DD - MM/DD/YY.