TRAVEL REIMBURSEMENT NOTIFICATIONS FISCAL YEAR END DEADLINES AND PROCEDURES
Reimbursement for expenses for FY17 travel activity that is to be prepaid (airfare, conference/registrations fees, etc.) in FY16 needs to meet the following criteria:
Registration fees must have a payment due date prior to July 1, 2016 or meet first come/first serve basis with proper documentation (call Sheri Kuberra to clarify). Airfare must be for a trip scheduled on or before August 15, 2016. Any other expenses the traveler would like to have prepaid must be approved by the Accounts Payable office in advance.
If you are paying for travel with a US Bank Corporate Travel (Personal liability) credit card, trips occurring after August 15, 2016 will be reimbursed after July 5, 2016.
If you are paying for travel with a US Bank Procurement Travel (institutional liability) credit card, prepaid expenses for FY17 travel must only be charged for trips occurring prior to August 15, 2016 through the statement dated June 17, 2016. NOTE: Charges outside these limitations could result in the cancellation of your travel procurement credit card.
Charges appearing on your procurement travel card (institutional liability card) statement dated June 17, 2016 will be the last charges posted to FY16 budgets. The charges on this billing will be posted to University budgets by July 7th with a June 17th date.
You should stop using your procurement travel card about June 10, 2016 or earlier to ensure that all credit card charges are posted to your June 17, 2016 statement. You will receive your individual cardholder statements about a week later as usual.
Any travel expense reports (TERs) incurred during FY16, must be received by Accounts Payable, Wednesday, June 15, 2016 via the online E-Reimbursement process to be charged to FY16 budgets. Please allow adequate time for the TER audit process which may require resubmission and re-approval.
If you have any questions regarding these deadlines, please contact Sheri Kuberra 836-5999.
Vickie Gardner Accounts Payable Manager
H:/Travelers Notice for FY16 4/13/16