Welcome to the Travel & Entertainment area of Payment Services. The Travel & Entertainment team reviews travel reimbursements, vendor payments, and cash advances associated with employees, non-employees, prospective employees, and students, ranging from in-state and out-of-state to international travel in addition to the centrally-billed airfare.  The team also reviews Entertainment payments to vendors and reimbursements to confirm each request is accurate, properly documented, compliant, and ready for approval. 

Employee Travel Reimbursements 

Employee travel reimbursements reimburse employees for allowable, business-related expenses incurred on in-state, out-of-state, and international trips. During approval, Payment Services reviews the request to confirm the trip was authorized, the expenses are allowable, and the documentation supports the amount claimed. 

• Confirm the trip is authorized and the travel serves a valid business purpose. 
• Review receipts, itemized expenses, and supporting documentation in DEFINE. 
• Verify per diem, mileage, airfare, lodging, and other allowable costs are calculated correctly. 
• Research and resolve discrepancies with the voucher creator before approval. 
• Approve reimbursement when the request is complete and compliant. 

Non-Employee, Prospective Employee, and Student Travel Reimbursements 

These reimbursements reimburse individuals who are not employees, including job candidates, guest speakers, and students, for allowable travel expenses related to university business. During approval, Payment Services reviews the request to confirm the traveler's status, the business purpose of the trip, and that the expenses are properly documented. 

• Confirm the traveler's status and the business purpose of the trip. 
• Review receipts and supporting documentation for in-state, out-of-state, and international travel. 
• Verify allowable expenses, approved rates, and the funding source. 
• Confirm required approvals are in place before reimbursement. 
• Research and resolve discrepancies with the voucher creator before approval. 
• Approve reimbursement when the request is complete and compliant. 

Travel Vendor Payments 

Travel vendor payments are used to pay suppliers directly for travel-related goods and services, such as airfare, lodging, registration fees, or transportation, rather than reimbursing the traveler. During approval, Payment Services reviews the voucher to confirm the correct travel object code, vendor invoice, and supporting documentation, including payments associated with contracts. 

• Confirm the travel object code matches the goods or service purchased. 
• Match the vendor invoice to the applicable purchase order, contract, or registration confirmation. 
• Verify traveler, event, and trip details align with the invoice. 
• For contract-related travel, confirm the payment is consistent with the terms and conditions of the agreement. 
• Research and resolve discrepancies with the voucher creator before approval. 
• Approve payment when documentation is complete and consistent.                                                                                                                                                                                               

Travel Cash Advances 

Travel cash advances provide funds to travelers in advance of a trip to cover anticipated, allowable travel expenses. During the processing, Payment Services reviews the request to confirm eligibility, the estimated amount is reasonable, and required approvals are documented. 

• Confirm the traveler is eligible for a cash advance and the trip is authorized. 
• Verify the requested amount is reasonable for the anticipated expenses. 
• Confirm required approvals and funding information are in place. 
• Verify prior advances have been reconciled, if applicable. 
• Research and resolve discrepancies with the requestor before processing. 
• Process the advance when the request is complete and compliant. 

Entertainment Vendor Payments 

Entertainment vendor payments are used to pay suppliers directly for approved entertainment expenses, such as business meals, receptions, or event-related costs. During approval, Payment Services reviews the voucher to confirm the expense is allowable, properly documented, and supported by an official occasion expense form. 

• Confirm the entertainment expense is allowable and serves a valid business purpose. 
• Review the vendor invoice and supporting documentation. 
• Verify the expense complies with applicable per-person spending limits and funding restrictions. 
• Confirm appropriate approvals are documented. 
• Research and resolve discrepancies with the voucher creator before approval. 
• Approve payment when documentation is complete and consistent. 

Entertainment Reimbursements 

Entertainment reimbursements reimburse individuals for allowable entertainment expenses paid out of pocket on behalf of the university. During approval, Payment Services reviews the request to confirm the expense is allowable, properly documented, and supported by an official occasion expense form. 

• Confirm the entertainment expense is allowable and business-related. 
• Review receipts, attendee information, and supporting documentation. 
• Verify compliance with applicable per-person spending limits and funding restrictions. 
• Confirm appropriate approvals are documented. 
• Research and resolve discrepancies with the voucher creator before approval. 
• Approve reimbursement when the request is complete and compliant.