Expense Statement Approval Process

  1. Submit the Expense Statement and all accompanying original receipts to the Smart Center.
  2. The Smart Center will review the expense statement and receipts for audit purposes. Our office will reach out to the contact person listed on the expense statement if additional information is needed.
  3. The Smart Center then compares the expense statement to the approved Travel Request to verify the expenses are within 10% of the approved budget.

If the Expense Statement total is within the approved budget:

  1. The Smart Center creates an electronic Travel Expense Statement in the University ELF System.
  2. The Expense Statement is reviewed and approved at the College level.
  3. Employee travel reimbursements are processed through payroll. The reimbursement will appear in their paycheck.
  4. Non-Employees approved travel expense statements are sent to Accounts Payable and processed through the State. The check will be mailed to the traveler’s address indicated on the Expense Statement submitted to the Smart Center.

If the Expense Statement total is NOT within the approved budget:

  1. A supplemental Travel Approval Request is processed and routed to the department for approval.
  2. Once the Request is approved, the Smart Center will create an electronic expense statement in the University ELF System to be reviewed at approved at the College level.
  3. Approved employee Travel Expense Statements are sent electronically to payroll. The reimbursement will appear in their paychecks.
  4. Approved non-employee Travel Expense Statements are sent to Accounts Payable and are processed through the State. The check will be mailed to the traveler's address indicated on the Expense Statement submitted to the Smart Center.

Downloadable version of this webpage:

Expense Statement Approval Process.doc

 

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