Important Information for Travel and Other Out of Pocket Expenses 

All travel requests and other expense reimbursements are processed by the UVM Disbursement Center.

Prior to Travel

Review the Disbursement Center Travel & Expense website.

Out-of-state, overnight travel requires a travel authorization. The authorization must be submitted in PeopleSoft at least 14 days in advance of travel. “If an employee embarks on a trip or charges expenses for the trip without University approval, the employee will be held personally responsible for expenses incurred (i.e., unauthorized charges will not be reimbursed, and if purchased on a PurCard, the unauthorized debt will need to be repaid).”

Travel Authorizations and Cash Advance

travelauthandadvancedcfs.pdf (uvm.edu)

Summary outline:

• Traveler emails information to travel@uvm.edu at least 2 weeks prior to departure date
• Providing:
  • Who, What, Where, When, Why, How, and Valid Chartstring
• Disbursement Center creates the travel authorization and/or cash advance in PeopleSoft
• Disbursement Center emails the travel authorization and/or cash advance to the approver for electronic signature
• Approver signs and returns to the Disbursement Center
• Disbursement Center approves the travel authorization and/or cash advance for the expense manager and routes any cash advances to the Prepay Auditor in PeopleSoft
• For Cash Advances – once the Prepay Auditor approves in PeopleSoft the Disbursement Center notifies the traveler that the transaction is complete
  • Direct Deposit – the cash advance will be sent to the traveler for electronic signature. Once signed the advance is returned to the Disbursement Center. The Disbursement Center will approve for the payment and funds will be issued on the last Tuesday or Friday prior to travel.
  • Cash Disbursement – the cash advance can be obtained no more than five business days prior to travel from the Treasury Services Office in the Waterman Building. Traveler must bring a copy of the cash advance form and their UVM photo ID

Reimbursements

ALL requests for reimbursment must be submitted to the Disbursement Center within 60 days from the return date of travel or date goods were purchased. Note requests for reimbursement of prepaid travel expenses such as flights and conference registrations cannot be submitted until after the travel as occured.

Direct Deposit Instructions (Note: Same account as the payroll direct deposit)

Faculty Only

Your support staff listed above will prepare your Reimbursement Form (XLSX) and obtain signatures. (The Associate Deans are the supervisors of record and will sign these forms.  Provide support staff with your itemized receipts that include proof of method of payment (last 4 digits of credit card number or CASH), chartstrings and any information, such as conference agendas and/or mileage log.

Staff, Graduate Students and Undergraduate Students who are employed at UVM.

Option One:

1. Complete the Reimbursement Form (XLSX). 
2. Include conference agendas.
3. Enter chart string, print the form, and sign.
4. Obtain necessary supervisor signature.
5. Students print the Student University Business Certification Form (PDF). This form is used to determine if the expense is a business expense or if it furthers the student's education.  If none of the conditions under Part II are met, then the expense is not considered a business expense and is an expense that benefits the students education.
   • Expenses that benefit a student's education must be processed through Student Financial Services by a RSENR Business Support Staff member.  Complete all 4 steps listed above and contact your RSENR Business Support Staff (listed above) with the paperwork.
   • If a condition under Part II is applicable, then Complete Part 1 and ask your faculty advisor to complete Part II and Part III of the form. 
6. For business expenses, send all forms and all itemized receipts that include proof of method of payment (last 4 digits of credit card number or CASH) to the Disbursement Center OR scan and email to travel@uvm.edu.
7. The Disbursement Center will process your reimbursement and will contact you directly with any questions or issues.

Option Two:

1. Submit request through PeopleSoft Travel and Expense Module.

The reimbursement form asks that you total receipts into the following categories: Travel Expense and Mileage for each day an expense was incurred. This requires that you sum up all of your receipts and only one amount is shown for each category. Business meals and non travel expenses are listed individually on the lower section of the form.

Students Only (Not Employed by UVM)

1. Student University Business Certification Form (PDF). Complete the top and ask your faculty mentor to complete and sign the bottom section.
2. Remit form, mileage log if applicable and ALL itemized receipts to your business support staff listed above under primary contacts. Itemized receipts must include proof of the method of payment, ie: last four digits of credit card or "CASH".

Non UVM Personnel Only

1. Submit request through the rsenrbusinessservicecenter@uvm.edu email. Information needed: name, address, business purpose, amount, chartstring, itemized receipts, & mileage log if applicable.