Process Travel and Business Expenses (Employees)

The University will reimburse reasonable, necessary, appropriate, and approved travel and business expenses incurred while conducting University business.   Employees are required to follow University policy.  Reimbursements must be submitted within 60 days of incurring expenses or after the return from travel.  

The following steps provide the process for travel and business expense reimbursement, including expense report creation and approval:

Travel Expense Reimbursement

Before travel:

1. Familiarize yourself with the Rutgers Travel, Travel Incidentals, and Meal Expense Policy and the
    Rutgers University Faculty and Staff International Travel Policy (if traveling abroad) before booking travel.

2. For international travel, it is highly recommended that travelers register their travel with
​     Rutgers International Travel Registration.

​3. If a cash advance is needed, complete the Request Cash Advance in Oracle Expense
​    Management, accessible through the myRutgers Portal (the traveler, not the delegate,
​    must complete this). Use the Request Cash Advance job aid for assistance.

​4. Book travel, knowing the available methods of payment. 

After travel:

1.  Pull original receipts together (for any expenses greater than $50) or for all meal expenses (non-per diem)
     regardless of expense amount and begin process of reporting expenses – see Reporting Travel Expenses
     for specific information.   

2.  If receipts are lost, complete the Lost Receipt Certification Form –see Reporting Travel Expenses
     for specific information. 

​3.  Submit the expense report in Oracle Expense Management, accessible through the myRutgers Portal.  

​4.  Wait for department and audit approvals.

5.  Receive reimbursement.

 

Related Job Aids and Training
Request Cash Advance 
Expense Management Quick Reference Guide
Travel Reimbursement Submission Checklist 

Related Policies 
Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 
Rutgers University Faculty and Staff International Travel Policy 40.4.2
Employee Relocation Policy 60.1.6 

Business Expense Reimbursement

In most cases, a business expense that involves the purchase of a good or service should follow the Make a Purchase process, rather than the University's reimbursement process.  However, there may be circumstances, such as an emergency, where employees need to pay for a good or service out of pocket and be reimbursed later.

 

1.   Familiarize yourself with the Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 policy.

2.  Pull original receipts together and begin process of reporting expenses – see
     Reporting Travel Expenses for specific information.    

3.  If receipts are lost, complete the Lost Receipt Certification Form – see
     Reporting Travel Expenses for specific information.    

​4.  Submit the expense report in Oracle Expense Management, accessible through the myRutgers Portal.  

​5.  Wait for department and audit approvals.

6.  Receive reimbursement.

 

Related Job Aids and Training
Expense Management Quick Reference Guide

Related Policy
Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 

Create an Expense Report

The "Report Preparer" is responsible for following the procedures necessary to create an expense report in the Expense Management module of Oracle. Travelers can submit expense reports on their own behalf or choose a delegate to do it for them.

 

1.  Open Oracle Expense module from the home page, accessible through the myRutgers Portal.  

2. If creating a report for yourself, go to Step 3.  If creating a report for another employee, choose the 
    traveler’s name from the drop-down list (must be delegated by employee) before going to Step 3.

3.  Select "Create Expense Report" under Actions ( right side of screen)​.  

4.  Define expense report business purpose (event and reason for attendance) for reimbursement.  

5.  Select payment method from drop down options.  

6.  Add general attachments (if needed).  Examples are conference and meeting agendas.

7.  Add expense items with actual dates and expense type with required information and attachments.  

 8.  Save and submit expense report.

9.  Wait for department and audit approvals.

 

Related Job Aids and Training 
EX010- Enter and Submit Expense Reports
EXP- How to Create Expense Reports  
Expense Management Quick Reference Guide
Travel Reimbursement Submission Checklist

Related Policies 
Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 
Rutgers University Faculty and Staff International Travel Policy 40.4.2 
Employee Relocation Policy 60.1.6  

Approve an Expense Report

The expense report, once submitted via Oracle Financial Management system, is reviewed and approved for payment.  

1. The Project Approver and/or the Finance Approver reviews the submitted expense report, accessible
    through the myRutgers  Portal.  

2.  The Auditor reviews and determines if audit criteria  is violated. 

3.  If there is no violation, the Auditor approves the report and forwards for payment. 

4.  If there is a violation, the Auditor returns expense report to the Finance Approver. 

5.  The Finance Approver then sends the report back to the Expense Preparer for correction 
      and re-submission. 

6.  Once it is re-submitted, the Auditor reviews and approves the report.  

7. The payment is processed.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                       

Related Training and Job Aids
GN020  Approval Management Course – (PDF) 
GN020  Approval Management Video Tutorial –Oracle Cloud 

Related Policies 
Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 
Rutgers University Faculty and Staff International Travel Policy 40.4.2 
Employee Relocation Policy 60.1.6