Documentation for Expense Reports
Documentation is required to ensure that expenses are reimbursed in accordance with State and University regulations, to verify that expenses submitted for reimbursement have been incurred by the traveler and to ensure that all costs are reasonable, necessary and have been approved by the University.
The following must be submitted as part of reimbursement requests through Emburse.
Travel-related expenses
Submit the confirmation pages or invoice showing:
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- Name of Airline
- Name of Passenger
- Itinerary including travel dates and city pairs
- total cost and proof of payment
- fare class (e.g., coach, business, etc.) - first class air and rail travel is prohibited
The Authorized Approver may grant permission for travel in a class above coach/economy class under any of the following circumstances:
- When it does not cost more than the lowest available coach fare - comparison must be attached to the expense report
- When travel destination is outside of the contiguous 48 United States and the District of Columbia
- If the traveler pays the difference
- If the difference is placed on Local/University funds
- Flight change fees must be fully justified and documented
- Itemized receipt of actual charges or itemized invoice and proof of payment
- Fuel receipts must be submitted for reimbursement if over $75. Credit card or bank statements will not be accepted in place of receipts unless the detail shows “Automated Fuel Dispenser” or similar to indicate only fuel was purchased - redact all personal information if using card statements
- The following expenses must be charged to a local fund or not reimbursed:
- fuel purchased from the rental vendor
- additional services purchased such as toll transponder rentals or purchases, GPS, satellite radio, etc.
- Payable for personally-owned vehicle use only
- Itinerary (departure and arrival dates and locations) - use the mileage widget in Emburse to ensure departure and arrival addresses are documented
- The current IRS mileage rate - rate is built into Emburse and will auto-calculate
- Mileage may be reimbursed as long as it is the most cost effective mode of transportation.
- Fuel may not be reimbursed for usage of a personally-owned vehicle
- Itemized receipt (also referred to as hotel folio) or itemized invoice and proof of payment regardless of amount.
- Cost justification if lodging rate exceeds 200% of the allowable rate. Local funds must be used for any overage amount.
- VCU allows payments for room, tax, parking, and Wi-Fi. Any incidental costs should be paid using a personal credit card.
- For overnight travel only; per diem is not allowed for day trips
- Per diem is based on the city in which the traveler stayed each night as determined by the GSA
- Receipts are not required for Per Diem Meals
- GSA rates are pre-set in Emburse
- Itemized receipt or itemized invoice and proof of payment
- Attendee list or number of people in attendance and their affiliation with VCU and/or open flyer
- Business justification
- Business meal limits are based on a fixed rate set by GSA inclusive of taxes and fees. VCU allows up to 150% of the GSA meal rate on state or grant funds. Overages exceeding 150% must be placed on local funds.
- Alcohol must be paid using local funds
- Meals for spouses/companions that do not have a business purpose at the meeting/meal must be paid using local funds.
- Itemized receipt or itemized invoice and proof of payment
- May be submitted for payment or prepayment on a P-Card or Purchase Order
- Examples: parking, tolls, taxi, shuttle service, faxes, copies, printing, etc.
- Itemized receipt or itemized invoice and proof of payment for expenses that exceed $75
Non-travel-related expenses
Non-travel-related expenses must be reasonable, necessary, and approved. All receipts are required for non-travel reimbursements. Please use personal reimbursements sparingly. If possible, use a P-card, or Purchase Order to make purchases.
VCU is a political subdivision of the Commonwealth of Virginia. As such, VCU is exempt from paying sales tax on tangible personal property for use or consumption by the State when purchased directly with University funds. Therefore, taxes are not reimbursable on non-travel-related expenses when paid using personal funds.
Exceptions
Exceptions are determined on a case-by-case basis and may be subject to approval and fund source restriction by a department’s fiscal administrator, the traveler’s supervisor, and VCU Expense Management and Reimbursement Team.