Expenses

Expense reports must be processed in Ignite Expenses within sixty (60) days of either the transaction date or trip end date, whichever is latest. 

Each expense item must include:

• A valid business purpose
• Itemized receipt documentation, as required

Reimbursements/reconciliations must comply with IRS guidelines. In accordance, employees must return any excess reimbursement or allowance within a reasonable period. Expenses are subject to taxation if not accounted for within sixty (60) days after they were paid or incurred, and any excess reimbursements not returned within one hundred and twenty (120) days.

Specific schools, departments, and funding sources may choose to be more restrictive than University policy due to budget constraints or other reasons; however, they must not be less restrictive. Enforcement of additional requirements are at the school/department level only. If funded by an award, individuals should consult with the University Research Administrator (URA) prior to incurring an expense.

Approvers certify that expenses incurred were is in accordance with University policy, as well as any additional requirements from the school, department, and/or funding source.

Receipt Requirements

Receipt documentation is acceptable if it is clearly printed and includes itemized details, such as the date(s) and description of each expense.

Effective October 1, 2024, receipts are not required for expenses less than $68 USD. Approvers have the right to inquire and review receipts for expenses at their discretion. Preparers should check all scanned or uploaded attachments to be sure they are legible prior to submitting the report.

Receipts are required for all lodging expenses, no matter the amount.

Missing Receipts

When an original receipt is lost or destroyed, the traveler must make a concerted effort to obtain a duplicate receipt. Note that hotel and car rental companies can easily provide receipts via email. If the employee is unable to obtain a duplicate receipt, a Lost or Destroyed Original Receipt Statement with proof of payment must be scanned and attached to the expense item in Ignite. This form must be used sparingly and only in the rare circumstance when a duplicate receipt cannot be obtained.

If you do not have an itemized receipt, contact the supplier. If a receipt cannot be obtained, a copy of the form of payment (i.e. credit card slip or statement, bank statement, etc.) may be attached as documentation.

Compliance

Each department is expected to adhere to the University's Travel & Business Expense Policy to assure the University's compliance with IRS rules and regulations and to promote good stewardship of University funds.