OVERVIEW: Due to COVID-19, the finance department has revised the way travel, mileage, and miscellaneous reimbursements will be processed for the duration of the social distancing initiative. For a temporary time, the finance office will be accepting electronics submission of travel, mileage, and miscellaneous reimbursements.

All reimbursements will need to be e-mailed as a PDF document to the following e-mail address: generalaccounting@uchc.edu

 

REQUIREMENTS

Please keep in mind the following requirements:

• If a paper copy has already been submitted to finance, please do not send an electronic copy
• All documents should be scanned into 1 PDF file (with multiple pages)
• All supporting documents should be included, as per usual reimbursements. These include:

• • Properly filled out reimbursement forms
  • Travel Authorization request with appropriate signatures
  • All original receipts should be copied
  • Proof of payment for each expense
  • Additional documentation supporting the trip (agenda)
  • Copies of airline tickets, hotel invoices, train tickets, etc.
  • Please provide copy of the MapQuest printout for mileage reimbursements

• Authorized signatures (either digitally signed forms or hand signed. We will not accept typed signature)
• If traveler’s personal credit card is used, please make sure to meet the following requirements:
• Redacted credit card statement linking ONLY the last 4 digits to the traveler’s name

• • All other unwanted personal information should be hidden/redacted
  • Only transaction that is being asked to be reimbursed should be showing

• The finance office reserves the right to request original receipts
• Once an electronic reimbursement is submitted, please do NOT send in a paper copy as well
• Please note that all other reimbursement requirements are still applicable.

All travelers seeking reimbursement need to make the following statement in the comments section:

“During Covid-19, I am working remotely and do not have the ability to supply original receipts to Finance. Attached are the scanned receipts. I am not seeking reimbursement from a third party for these expenses. I understand scanned receipts are an allowable exception only during Covid-19”.