Effective immediately, all official business travel* that is submitted for reimbursement must be pre-approved by the traveler’s dean, director, or department head.
- Before you travel, download the Pre-Approval Travel Expense Request form (PDF)and either fill it out electronically then print or print and then fill out by hand.
- The pre-approval travel form must be completed and submitted for approval to your departmental secretary before travel arrangements are initiated.
- The departmental secretary will fill in the general ledger/project string and forward to the Departmental Chair and the Business Office for approval.
- Be sure to submit your form as soon as possible from the date of your trip to ensure that there are no delays on your travel arrangements and reimbursement.
- The approved form has to be attached to expense report for official business trips.
- RU faculty and staff travelers who travel to international destinations on university business must register through the online Faculty and Staff International Travel Registration
- Note that all purchases of goods and services should be handled through RU Market Place. If a vendor is not already a supplier in RU Market Place, ask your departmental secretary to contact the company to see if they will accept a purchase order. If they do, the departmental secretary will set them up in RU Marketplace.
*Official business travel is defined as travel OVER 100 miles from the traveler’s place of residence or official work site. Expenses for travel UNDER 100 miles do not require pre-approval and are still reimbursable.
General Travel Reimbursement Process
- After you travel, download the Travel Expense Reimbursement Request form (PDF) and either fill it out electronically then print or print then fill out by hand.
- Give the completed form, along with your original or scanned receipts, to the department secretary. The department secretary will then fill in the account numbers and process the expense reimbursement.
- Be sure to submit your receipts to your department secretary soon as possible from the date of your trip. Delays may compromise your reimbursement.
- New Brunswick wants purchases put through RU MarketPlace whenever possible. If a vendor is not already a supplier in RU MarketPlace (i.e. registrations, airfare, lodging). Ask your secretary to contact the company to see if they will accept a purchase order and then they can obtain the information needed to put them into the database.
Note: RU faculty and staff travelers who travel to international destinations on university business must register through the online Faculty and Staff International Travel Registration
Reimbursement Documentation Requirements
- A copy of the fee sheet detailing the conference charges and options
- A receipted bill or registration confirmation with the fee noted and proof of payment
- An explanation of the purpose for attending the conference/meeting
- Conference brochure or itinerary needs to be included
- Memberships and Registrations should be processed through MarketPlace when possible.
- Airline ticket receipt, e-ticket receipt, or detailed invoice/itinerary
- Passenger copy of the air ticket (boarding pass) should be attached when possible
- Proof of payment (i.e., credit card being charged)
Rutgers Travel Agency can be used to book airfare and Amtrak tickets.
- Ticket stub or detailed receipt showing the fare and proof of payment
Rutgers Travel Agency can be used to book airfare and Amtrak tickets.
- Original receipted hotel/motel bill specifying rate, date(s) of stay, & evidence of payment
- Express checkout itemized receipt with credit card being charged.
- Credit card statements must show card holder’s name and the last 4 digits of account number.
- Rental is limited to intermediate size vehicle
- Business justification and explanation that there were no other means of comparable transportation
- Rental contract AND original receipt
- The University will reimburse staff that use private automobiles on University business at the current mileage reimbursement rate established by the IRS, plus parking and toll charges.
- Indicate starting/ending location with dates
- Business Purpose – Purpose of travel is required for reimbursement. Note that “ to attend a meeting” is not sufficient. A more detailed explanation is required
- Use Mapquest or other mapping program that shows total miles
- No reimbursement for meals provided by any other source
- Per diem using University of IRS rate table (no receipts required)
- 75% on travel dates, 100% all other dates minus any meals provided by the conference
- The University will reimburse employees for meals while in travel status (travel for a period of at least 12 consecutive hours or a distance of 100 miles each way) using a per diem option which do not require a receipt.
- Reimbursement: 75% on travel dates, 100% all other dates minus any meals provided by the conference
- Travelers should not seek reimbursement for a meal that is included in any aspect of travel such as a conference registration.
- Travelers have two meal reimbursement options. Travelers must select one option for the entire trip in order to receive reimbursement.
- Rutgers per diem rate of $50 for all cities (domestic or foreign)
- IRS per diem rates as referenced in Meal Per Diem Options
- Purchases (not related to travel) limited to $500 by the University’s Small Dollar Incidental policy. If an item is over $500 and cannot be purchased using RIAS, you must request an exception to the policy by emailing email@example.com. Approval email must be included with receipts.
- Dated original receipts or invoices with evidence of payment and credit card statement
- Business purpose of the purchase
- Preapproved software purchases should be made through RCIT and MarketPlace as a Purchase Order.
- If purchasing research materials through MarketPlace, please remember to include estimated shipping costs and tax.
- All computer and related items must be purchased through IT. IF IT or Kite&Key are unavailable to obtain the item, then you may purchase with NB approval if over $500.
- Currency exchange receipts or bank/credit card statement to validate the conversation process
- Oanda currency converter if exchange documentation is not available
- Only allowed with active IRB numbers with the participant compensation and research included in the IRB protocol. IRB number must be active in order to submit reimbursable expenses.
- If participation is not confidential, the signature sign in sheet with the date compensation was received needs to be submitted.
- If participation is confidential, a numbered sheet with the date the compensation was received needs to be submitted with a note that says that names will be maintained by the department.
- All gift cards must be processed through MarketPlace. No reimbursement on expense report for gift cards or cash not processed through MarketPlace.
- Provide an English translation/explanation for all foreign language receipts
- If the trip is funded by a sponsored program, the traveler should comply with University policy and any specific policy of the agency., if more restrictive than the University Policy.
Although not a complete list, this list offers examples of expenses that will not be reimbursed by the University:
- The purchase of travel, accident or life insurance for a business-related trip (when traveling on University business, New Jersey Workers’ Compensation covers University employees)
- Fees incurred for changing reservations (unless there is a business justification)
- Expenses and/or fees associated with social or non-mandatory activities at conferences such as tours, sports activities, golf outings, fun runs, movies, theater tickets, in-room movies, in-flight movies etc.
- Unreasonably expensive meals and lodging
- Expenses that are not Rutgers business-related
- meals included in the cost of conference/meeting fees
- All expenses related to the personal negligence of the traveler (parking tickets and fines, towing, traffic violations, damage to personal vehicles, clothing, or other items).
- Repairs on personal vehicles used on University business
- Laundry and valet service for business stays less than a week in duration (five consecutive business days).
- Spouse’s/family members’ travel costs (including babysitting)
- Lost/stolen cash or personal property, including luggage and/or briefcases
- Personal items and services (e.g., shoe shines, haircuts, manicures, saunas, massages, pet care costs, souvenirs or personal gifts, childcare costs, and personal reading materials)
- The purchase of hardware or software (due to licensing issues)
- Late payment penalties and interest on personal credit card
- Alcoholic beverages (the cost of alcoholic beverages cannot be reimbursed from state or federal funding sources)
- Frequent flyer or club membership (air or rail) fees
- Gifts and gift cards
Non-Reimbursable Research Items
- Reoccurring costs, such as telephone, rent, or lease costs
- Costs related to repair and maintenance of grounds and buildings, custodial and vehicular supplies, and selected other non-academic expenses
- Hourly payment of a student worker
- Faculty, post-doctoral fellow, part-time/temporary, and TA/GA/RA salaries, including summer salaries
- Student Aid or student tuition and fee costs
- Costs associated with purchase of equipment (personal computers) or facilities renovations
- No permanent hiring
- Transcription services