10-6: Reimbursement requests

Effective: January 15, 2024
Revised: September 3, 2024
Approved by: Van Christensen
References: Utah Code 63A-3-107, Administrative Code R25-7, Administrative Code R25-5

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Purpose

This policy outlines how reimbursement requests must be submitted, what documentation must be included, and who must approve the requests. This policy also states which expenses are not eligible for reimbursement.

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Definitions

Agency – Any agency, board, bureau, commission, office, department, or other administrative subunit of state government. This definition includes the executive, legislative, and judicial branches.

Chief of staff – The chief of staff to the governor. 

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions. 

Conference hotel – A hotel designated by the conference sponsor or organizer as a conference hotel.

Designee – The person who has written permission from the executive director to act on their behalf. The executive director is responsible for selecting a designee who has the knowledge, skills, and experience to make decisions in the best interest of the agency.

Executive director – The executive leader of an agency.

FINET – The financial management system used by the state for accounting, budget control, and reporting.

Lodge card – A state-operated account that is designated for the purchase of airfare and State Travel Office booking fees.

P-card – A state-issued purchasing card used for approved business purchases. 

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

Reimbursement request – The general term for requesting payment for travel expenses. In Concur, the state’s travel software, travelers add their expenses to a report. Travelers who can’t use Concur use form FI 51: Travel reimbursement request.

Sufficient documentation – The documents that show the merchant, amount paid, method of payment, date incurred, and description of the item purchased or service received. A combination of supporting documents may be needed to verify each element of the expense. Sufficient documentation includes the following official evidence of transaction:

• Itemized receipts
•  Invoices
• Cash register tape receipts
• Canceled checks or other documents reflecting proof of payment or electronic funds transferred
• Account statements
• Credit card statements

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries. 

Travel policy – All policies labeled travel policy established by the GovOps Division of Finance.

Travel request – The general term for asking permission to travel for state business. In Concur, the state’s travel software, travelers add their expected expenses to a request. Travelers who can’t use Concur use form FI 5: Travel request.

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Policy

A – Reimbursement requests must be submitted in Concur

1 – Travelers must record their travel expenses in a reimbursement request in Concur, including expenses paid for with their own p-card.

2 – Travelers must submit reimbursement requests in Concur within 60 days of the trip end date.

B – Necessary documentation must be attached to reimbursement requests

1 – Receipts: Travelers must attach sufficient documentation to each expense in their reimbursement request, except for meal and incidental expenses. The documentation must show the following information:

• the items or services;
• merchant;
• dates the items were purchased or services incurred;
• quantities;
• cost of each item;
• total cost; and
• proof of payment.

1a – If a traveler doesn’t have sufficient documentation, they must choose the missing receipt affidavit option for that expense. A missing receipt affidavit can’t be used for lodging, airfare, or rental vehicles. 

1a.1 – Travelers with excessive missing receipt affidavits may lose travel and p-card privileges and be denied reimbursement.

2 – Business purpose: Travelers must write a business purpose for each expense in their reimbursement request. Travelers must describe why they paid for the expense and how it’s related to state business.

3 – Travel itinerary: If travelers took a flight, stayed overnight in a hotel, or drove an out-of-state rental car, they must attach the travel itinerary to their reimbursement request.

4 – Documentation of miles: If travelers used their personal vehicle for state business, they must document their mileage. Travelers must use the mileage calculator in Concur to report miles driven.

4a – If unable to use Concur, the traveler may calculate mileage using a generally accepted route planning website. The traveler is reimbursed based on the most commonly traveled route.

5 – Agenda: If travelers attended a seminar, conference, convention, training, or meeting, they must attach an agenda to their reimbursement request.

6 – Registration materials: If travelers attended a seminar, conference, convention, or training, they must attach registration materials to their reimbursement request. The materials must show the following information:

• the registration cost;
• dates;
• location;
• schedule;
• conference hotel and rates; and
• provided meals.

C – Expenses not eligible for reimbursement

1 – The state does not reimburse the following expenses:

• Alcoholic beverages;
• Pet or animal care, food, or boarding services;
• Child care or house-sitting;
• Prepaid fuel or refueling charges for rental cars;
• Motorized scooters;
• Commuting mileage between the traveler’s home and primary work location; and
• Any expenses for or on behalf of family members, friends, relatives, acquaintances, or other travel companions.

2 – Agencies must contact the GovOps Division of Finance if they encounter unusual expenses and are unsure if the expenses are eligible for reimbursement.

D – Reimbursement requests must be approved by an appropriate authority

1 – All reimbursement requests submitted in Concur must be approved by: 

• a budget officer;
• the traveler’s supervisor; and 
• the division director (or agency equivalent). 

2 – The executive director or designee must also approve a reimbursement request if the reimbursement amount exceeds 125% of what was approved in the original travel request. 

3 – Each approver has 10 calendar days to approve a reimbursement request. 

E – Approvers must make sure reimbursement requests are accurate and comply with policy

1 – Approvers must make sure reimbursement requests are accurate and comply with travel policy. Approvers must:

• confirm that all necessary documents are attached to the reimbursement request (see section B);
• review documentation to make sure expenses have a valid business purpose, are applicable to travel dates, and represent actual goods and services received;
• confirm that expenses are coded correctly;
• make sure travelers aren’t reimbursed for p-card purchases or expenses on other reimbursement requests; and
• review alerts to make sure there are no errors in the reimbursement request.

2 – If approvers find errors in a reimbursement request, they must send it back to the traveler with a note explaining what needs to be changed. For example, if a traveler didn’t attach a necessary document or didn’t use the mileage calculator, the approver must send the reimbursement request back to the traveler.

F – Expenses that don’t comply with policy

1 – If approvers find expenses that don’t comply with policy, they must notify the traveler. For example, if a traveler paid for airfare using their personal credit card instead of the lodge card, an approver must tell the traveler that paying for airfare with a personal credit card is against policy.

2 – The traveler must notify the executive director or designee in writing and ask for approval to be reimbursed for the expense. 

3 – The executive director or designee must decide if the traveler may be reimbursed for the expense and may take appropriate corrective action if needed. Decisions about reimbursement are subject to oversight by the GovOps Division of Finance. 

3a – The traveler must attach a copy of their communication with the executive director or designee to the reimbursement request.

G – Agencies must collect overpayments

1 – Agencies are responsible to collect payment from travelers who were overpaid when reimbursed.

H – Travelers who can’t use Concur

1 – Travelers who can’t use Concur must use the form FI 51: Travel reimbursement request. Travelers must include the necessary documentation listed in section B.

2 – Agencies must report taxable reimbursements to the GovOps Division of Finance payroll team by submitting a ticket. 

3 – Reimbursements must be entered and approved in FINET instead of Concur.