Travel Expense Reimbursement

The following forms must be filled out for a faculty or staff member to get reimbursement for work-related travel, including attending meetings and conferences.  These forms should be completed in full, signed off on by your supervisor, and brought to the Business Office with the original receipts.  Copies of receipts will not be accepted.

• Mileage Reimbursement Form (For 2009 Travel)
• Expense Reimbursement Form
• In the rare event that the work-related travel included entertainment expenses, the Entertainment Details Form must also be completed and provided to the Business Office.  Reimbursement for entertainment expenses will not be considered without this form.

Travel Advances:  Faculty or staff members are permitted to request a Travel Advance before their trip, if it is needed for anticipated, reasonable, and allowable out-of-pocket expenditures.  Travel advances must be requested in writing on a Travel Advance Form.  Travel advances must be accounted for at the end of each trip.  Failure to submit an expense report within 15 days of the end of the trip will result in a deduction of the entire amount of the advance from the employee's paycheck.  If the amount of the advance exceeds the amount shown on the expense report, the employee is expected to submit a check to the Business Office for the difference at the time the expense report is submitted.

Prepaid Visa Card:  In lieu of a travel advance, the Business Office encourages faculty and staff members who travel regularly to apply for a Prepaid Visa Card.  This makes the process of travel reimbursement easier on both the traveling employee and the Business Office.  Prepaid Visa Card applications can be downloaded and brought to the Business Office window when complete.  Further information about the program can be obtained from Andrea Fough at x9505 or fougha@trinitydc.edu.

Direct Deposits:  The Business Office is pleased to offer to faculty and staff members the option of having their travel expense reimbursements directly deposited to their bank accounts instead of waiting for a reimbursement check.  To do so, each employee needs to complete a Direct Deposit Form, even if he or she has already completed one for payroll.  The form, along with a voided check, should be dropped off at the Business Office window during normal operating hours.  Please note that the direct deposit will remain in effect until the Business Office receives notification in writing of an employee's desire to cancel it.