Effective immediately, all official business travel* that is submitted for reimbursement must be pre-approved by the traveler’s dean, director, or department head.

  1. 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.
  2. The pre approval travel form must be completed and submitted for approval to your departmental secretary before travel arrangements are initiated.     
  3. The departmental secretary will fill in the general ledger/project string and forward to the Departmental Chair and the Business Office for approval.    
  4. 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.
  5. The approved form has to be attached to expense report for official business trips.
  6. RU faculty and staff travelers who travel to international destinations on university business must register through the online Faculty and Staff International Travel Registration
  7. Note that all purchases of goods and services should be handled through RU MarketPlace.  If a vendor is not already a supplier in RU MarketPlace, 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

  1. After you travel, download the Travel Expense Reimbursment Request form (PDF) and either fill it out electronically then print or print then fill out by hand.
  2. 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.
  3. Be sure to submit your receipts to your department secretary soon as possible from the date of your trip. Delays may compromise your reimbursement.
  4. 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

40.4.1 Rutgers Policy on Travel, Travel Incidentals and Meal Expense Policy
University Procurement Services Procedures Manual

Non-reimbursable itemsCommercial AirCommercial Bus/Rail FairsLodgingCar RentalPrivately Owned Vehicle MileageVerification of MileageMeal ExpensesBusiness Meeting Meal ExpensesRegistration FeesIncidentals, Supplies, Misc. ExpensesCurrency ConversionParticipant CompensationTranslationTravel AdvancesMembershipsIf the trip is funded by a sponsored program
  • No reimbursement will be given for 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. Contact the Office of University Risk Management and Insurance for further information.
  • 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 of personal vehicles used on university business
  • Laundry and valet service for business stays less than a week (five consecutive business days)
  • Spouse’s/family member’s 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)
  • Late payment penalties and interest on RU Travel or personal credit card
  • Alcoholic beverages (the cost of alcoholic beverage cannot be reimbursed from state or federal funding sources)
  • Frequent flyer or club membership (air or rail) fees
  • Gifts

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
  • 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
  • Starting/ending locations with dates
  • Purpose of travel (note: “to attend meeting” is NOT sufficient)
  • 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
  • Itemized original receipts with proof of payment
  • A full explanation of the business purpose for the meal, including topic of discussion
  • List of participants (full names) with affiliation and relationship to the project
  • 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
  • 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 prior authorization from David S. Fenkel, University Procurement.  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
  • Faculty can request a Travel Advance to use for travel expenses.  The Advance is usually received 2 weeks prior to travel. An Advance should be reconciled on an Expense Report within 30 days of return.
  • Memberships and Registrations should be processed through MarketPlace when possible.
  • Research topic or description necessary.
  • Clearly explain reason for travel and how it benefits the sponsored program
  • Unallowable expenses: liquor, entertainment, flight insurance, laundry, etc.
  • US Flag Carrier – Fly America Act