Travel Reimbursement Overview


Required steps for travelers requesting reimbursement:

Note: the traveler is responsible for the following items. See the "after travel" tab above for a more comprehensive list of requirements. If you have any questions, contact the appropriate staff member (see step 6).

  1. If you have not completed a W-9 (U.S. citizens) or W-8BEN (non-U.S. citizens) in the last 12 months, include it with your reimbursement request. If you’re not sure, submit a new one just in case.
  2. Submit a travel authorization request 2+ weeks prior to the departure (3+ for conferences and field trips; 4+ weeks when requesting cash advance). 
  3. Gather all receipts and documentation. Receipts must be taped on blank sheets of paper in chronological order.
    1. Keep p-card receipts and reimbursement receipts separate.
    2. All receipts must be itemized. YOU are responsible for contacting the merchant to request an itemized receipts - the staff will not do this for you. 
    3. Documentation should include at minimum:
      1. Conferences, talks, meetings: agenda, registration, invitation, etc.
      2. Field trips: class roster, syllabus, and a daily schedule of the trip if not included in the syllabus
      3. If food or beverages were purchased, include a list of all individuals who were present.
      4. If supplies or other miscellaneous items were purchased, state the business purpose for the purchase.
  4. When requesting per diem, provide documentation of your departure and return time (e.g., flight itinerary). A detailed daily itinerary is helpful for any travel as it helps prevent follow-up questions.
  5. For grant-funded travel, send a list of the expenses to the PI for written funding approval and make sure they include the grant number.
  6. Send all of the above to your staff contact. Working with the appropriate contact will help maintain efficiency.
    1. Faculty + GEOL Field Trips → Xoe
    2. All grad students minus GEOL Field Tips Cicily
    3. GEOL Travel minus Field Trips → Cicily
    4. Undergraduates → Liz
  7. Monitor your email and promptly respond to email requests for additional information/documentation. Your reimbursement will not be processed until the information/documentation is received. These requests may arise due to questions from central accounting, KUCR, and others as your reimbursement is processed - if it is requested, it is required.


The staff are here to help and happy to do so, but the traveler is ultimately responsible for ensuring they provide the necessary information and documents for their reimbursement to be processed. The more information that is initially provided, the sooner your reimbursement can be processed. Keep in mind that the staff only have the details that you provide (in other words, we don't know how you got from point A to point B, who was at dinner, etc. unless you tell us). Help us help you!

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