Business Operations - Non-Employee - Visitor Expense Reimbursement Expense

What forms do I need?

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• Reimbursement Acknowledgement Agreement
• Non-Employee Visitor’s Travel and Expense Form 
• Local Mileage and Travel Reimbursement Acknowledgement Form
• Certification Driver’s License And Automobile Liability Coverage ( 1 )
• Vendor Form (If seeking reimbursement for the first time)

How to complete the Non-Employee/Visitor Expense Reimbursement packet:

• Complete the Reimbursement Acknowledgement Agreement form.
• Reimbursement Acknowledgement Agreement is an annual, online submission (i.e., one-time per fiscal year).
• Complete all remaining forms above.
• Be sure to indicate the expense type found under the “Other Travel Expenses” section when entering amounts for:
• Car rentals, lodging, parking, shuttle bus, taxi and tolls.
• Use the Meal Allowance link to determine the allowable expenses for your meal purchases.
• Be sure to complete the Funding Source ChartField information on form Part II.
• You can obtain the funding source from your Dean or Department Chair.
• Gather all required documentation.
• Approved Part I Conference, Seminar or Training Leave Travel Request Form.( 2 )
• All original, itemized receipts.
• Airline boarding pass                                    
• Hotel confirmation( 3 )
• Conference, Registration /confirmation( 4 )
• Attach synopsis (brief description of conference, seminar or training)
• Copy of Driver’s License and Insurance Card if requesting mileage reimbursement.
• Include Google or Map Quest mileage information( 5 )
• From home to location (if event start time is the same as your normal start time)
• From school to location (if leaving work to attend the event)
• Obtain all required signatures.
• Dean/Manager
• Vice Chancellor (only if you exceed 10% of the total estimated expenses requested on Part I)
• Submit the completed packet to the Business Office( 6 )
• Submit a completed and approved packet no more than 30 days after the event.

 Note:

• ( 1 )Submit this form if requesting mileage.
• ( 2 )This form must be completed and approved at least 45 days before the event.
• ( 3 )  &  ( 4 )Even if conference or hotel has been pre-paid you must still include your boarding pass and registration confirmations.
• ( 5 )Per district policy, do not include the first or last mile when calculating mileage (i.e., deduct 2 miles from the total mileage driven for the trip).
• ( 6 )The Business Office will obtain the remaining, required signatures from the Executive Director, President and Vice Chancellor’s Office.
• The person seeking reimbursement  must be listed as an approved vendor in the system. If not, the non-employee/visitor must complete a vendor form. The form should be signed by the Executive Director before faxing to procurement Services at 312-553-2594. This should be done before seeking reimbursement.