University of Vermont

RSENR Business Center financials travel reimbursement

How To: Financials - Travel & Expense Reimbursement

Primary Contact:
Disbursement Center for all staff
Marcia Caldwell for faculty in Aiken, Spear Street, and Rubenstein Lab
Jill Cunningham for the Gund Institute
Theresa Debarge for Vermont Cooperative Fish and Wildlife Research Unit
Jaclyn Devino for the Bittersweet Building

All travel and expense reimbursements will be processed out of the Disbursement Center.

Prior to Travel:

On the Disbursement Center website go to Travel - domestic or international (and note that international travel must have a travel authorization completed two weeks in advance via an email to the Disbursement Center). Also note that cash advance requests will be sent to the Disbursement Center via email at: travel@uvm.edu.

When you have an expense that you incurred on behalf of the university and need to be reimbursed:

Faculty Only:
Your support staff listed above will prepare your form and obtain signatures. (The Associate Dean is your supervisor of record and will sign these forms.) Provide support staff with your receipts and chartstrings and any information they may need to process your reimbursement.

Staff and Students Only:

  1. Complete the expense form on the Disbursement Center website and sign. On the Disbursement Center webpage, follow the expense form link to an excel worksheet. Click on the Reimbursement Form tab to get to the fillable worksheet. (You no longer enter this information in PeopleSoft).
  2. Obtain necessary signatures (supervisor).
  3. Send form and all receipts to the Disbursement Center (19 Roosevelt Highway).
  4. The Disbursement Center will process your reimbursement and will contact you directly with any questions or issues.

The expense form asks that you total receipts into the following categories: Travel Expense, Mileage, Business Meals, and Non-travel. This requires that you sum up all of your receipts and only one amount is shown for each category.

The form requires a chartstring "name": For grants, use the project.id. View current list of names. This document will be updated as needed.

Last modified August 12 2015 02:51 PM