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Q: If the traveler prepays registration or is charged for the first night's lodging, can s/he be reimbursed before the trip?
A: Travel reimbursements cannot be reimbursed before the trip takes place. It is not allowable to put travel charges on a non-travel reimbursement. If the prepayment is causing a cash flow problem for the employee it would be better to request a travel advance. An even better solution is to avoid this problem by having the department prepay the registration by P-Card or prepay the loding by ISU Voucher.
Q: If the traveler buys some books offered for sale at a conference, should s/he file separate reimbursements?
A: No, if the expense is related to the trip, s/he should claim it as part of the travel reimbursement.
Q: Is routing and approval the same for travel and non-travel reimbursements?
A: Yes.
Q: Will the reimbursement schedule be the same?
A: Yes, our reimbursement cutoffs will continue to be Wednesday and Friday nights.
Q: Can I fax my receipts immediately?
A: We would prefer that you wait until you receive the e-mail request, as not all reimbursements are audited. However, all non-travel and foreign travel reimbursements will be audited, regardless of the dollar amount, so you could fax these before getting the e-mail. We suggest that you print the Route Purchase Rmbrs screen and fax it along with your receipts.
Q: What is the required retention period for receipts?
A: Original receipts must be retained on-site by the department for ten years. (This was increased in June 2008 from the previous five-year retention requirement.
Q: What class codes are available on the drop down box?
A: All class codes that are currently available for p-cards.
Continue to Entering Non-Travel Expenses
