Financial Services and Reporting
Payroll & Travel Services provides two options for employee's business expense reimbursements:
- CMU Business Cardholders.
- Non-CMU Business Cardholders.
CMU Business Cardholders
All original charge receipts including the credit card billing statement are to be attached to the CMU Business Credit Card Reconciliation form. The completed form must be signed by the cardholder and their supervisor, chair or dean and mailed to the Payroll & Travel Services department, WA 204, by the 15th of the following month for auditing. Example: The May statement that closes on the 24th would be due June 15th.
- Itemized receipts are required for all purchases except per diem meals while traveling.
- Out of pocket expenditures the cardholder has made during the month (i.e. tips, taxis, fares, etc.) must be itemized on the card documentation form as well. The cardholder will be reimbursed for these expenses after audit by Payroll & Travel Services.
All cardholder records will be retained centrally by the Payroll &Travel Services department for three (3) years. The cardholder department must keep copies of their credit card statements for reconciling their budget, but they do not need to keep copies of receipts unless directed by their dean, department chairperson or direct supervisor.
More information on becoming a cardholder is available from the Credit Cards Q&A.
The CMU Business Card Reconciliation Form is also available.
Non-CMU Business Cardholders
Any employee that requires a reimbursement and is not in the CMU Business card program will need to accumulate their expenses and submit them once per month to the Payroll/Travel office. Requests for reimbursement should be submitted between the 15th and last day of the month. The
Employee Reimbursement Voucher Form should be used to submit those requests.
All employees who
do not have a CMU Business Card will not be reimbursed in advance for airfare and will be limited to one reimbursement per month. Employees that choose to purchase their airline tickets and not use a CMU Business Card will need to wait until the trip is completed to get reimbursed.
Employees do have the option of charging their airfare on a Business Card holder's credit card.