Upon Return from Trip

Travel Checklist - After the Trip

Travel Expense Report



Paper documents are no longer accepted.

PLEASE NOTE:  An expense report must be completed for every trip taken! 
Even if all expenditures were pre-paid and no reimbursement is required.


  • to document actual expenditures of trip for reimbursement
  • to reimburse traveler for actual expenditures that were approved for official state business
  • to provide original receipts showing method of payment with 0 balance due
  • to include authorized signatures for actual payment of travel
  • to close the open travel requisition
  • to provide the final agenda/itinerary and details of trip (complete Travel Expense Detail Sheet if necessary)

How to complete the form

Required Information all gray areas must be completed

  • Requisition Number, Account Number(s) and amounts for each account if there are multiple funding sources
  • Name, Department Name, Title, complete Residence, Departing, and Destination addresses, Departure and Return dates and times, Purpose for Trip


  • list registration fee, include a paid receipt
  • notate if registration was paid using an agency card



  • list cost of lodging expense with original receipt attached (receipt should show zero balance due)
  • if lodging expense exceeds per diem, a justification form is required


  • list meals by number of days and per diem (round per diem rates up or down) or day trip rate totals, no receipts required, unless charged on travel card.
  • You can provide a Meal Calculator with the Travel Expense Report. This is optional, but may expediate processing.

Incidental Expenses

  • list details of all incidentals with cost of each expense separately

Prepayments made

  • list any prepayments made prior to taking trip, then deduct (in Summary B-E) from total of reimbursement.  The total amount should only reflect what is owed to you after the trip.  (In some cases, this may be zero – or if an advance was given prior to the trip, you may owe!)


  • supervisor and authorized signature for account approval must sign
  • Provost or divisional Vice President must sign 

Time frame

Travel expense reports should be submitted electronically to:, promptly upon return from trip for a faster reimbursement, but not later than 30 days after trip was taken. Reimbursements will be processed in the form of a direct deposit or a check based on the way the employee’s payroll payment is currently set up.