When to Submit Your Expense Report
Fiscal and Calendar Year-End Expense Report Reconciliation Procedure
It is critical to the University’s financial statements that all University Travel Card expenses are properly recorded as University expenses in a timely fashion. To ensure the recording of overdue University Travel Card expenses, we have established the following procedure which will be enacted twice a year before the end of the fiscal and calendar years in June and December.
- All unreported non-travel expenses and travel expenses for completed trips more than 90-days old at the time of the procedure or date noted via email will be placed on an expense report by the Payment Processing & Compliance Department for the University Travel Card user during the month of May or November.
- During May/November, Approvers should require cardholders to attach receipts, ensure that the proper account number is being charged, and submit the report for approval.
- The cardholder or Approver musty notify Stephanie Ford-Jones, Payment Processing & Compliance Manager, of any over-90-day charges that are for future travel and should not be expensed at that time.
- The expense report will be charged to one of the cardholder’s default accounts unless the cardholder changes this. The cardholder should verify that expense reports are being charged to the correct account number.
- During the first two weeks of June or December, the Payment Processing & Compliance Manager will submit any reports that remain unapproved.
- Journal entries may be done to correct any expenses hitting incorrect account numbers. All journal entries must be recorded by Financial Record Services (FRS) by the date indicated on the fiscal year-close schedule to be properly recorded in the correct fiscal year.
- To change the account number after it has been expensed, the cardholder will need to submit a journal entry correction for fiscal year-end reporting in accordance with the fiscal year end close schedule published on General Accounting's website.
- You will not be able to correct expenses for future travel reconciled and expensed in the wrong year with a journal entry. Please see the second bullet under step 1 to ensure you understand how to prevent this error.
- Line items without a receipt or business purpose description, when that information is required, may be considered as taxable income by the IRS.
- The cardholder will be able to add receipts and/or business purposes after a report has been submitted and approved.
- Departments may have additional requirements or requests for expense reporting. Please check with your approver to verify they have no further requirements.
University Travel Card
Make sure that all University Travel Card transactions have been downloaded into Concur from the bank (depicted by an orange symbol). This can take up to a week depending on the merchant. As soon as the card transactions are available, you can process your expense report.
Foreign Transaction Fees
The following processes should be used for the reimbursement of foreign transaction fees dependent on the type of credit card used:
- University Travel Card - beginning May 1, 2022, please follow this interim process to ensure foreign transaction fees on a University Travel Card are not charged to the department prospectively.
- Personal Credit Card - foreign transaction fees charged to a personal credit card must be allocated to the traveler’s department using the appropriate account code.
Use Concur's Mileage Calculator to calculate reimbursable miles. See Entering Personal Car Mileage in the User Guide for more information.
When using your personal vehicle for business purposes, reimbursement will be based on the mileage rate established by the Internal Revenue Service. Mileage is to be calculated using the Google Map function in Concur from your starting point to your destination. You must deduct your commute from your total mileage. The mileage reimbursement is to cover operating cost of your vehicle such as fuel, insurance coverage, repairs, etcetera. Parking and tolls are separate from the mileage rate.
You may not be reimbursed for the costs of taking a bus, trolley, subway, or taxi, or of driving a car between your home and your regular place of work regardless of the distance--even if you work during the commute.
The fixed per diem amount for your destination determines your daily meal allowance (in Concur, this is called a travel allowance). To get your per diem, create or import an itinerary into your expense report in Concur. Exclude any meals that you did not have to pay for. If you used your University Travel Card to pay for individual meals, mark those expenses as personal. This will prevent the University from paying twice for your meals.
Your hotel invoice (or "folio") should be attached to your expense report. Upload your paper or electronic copy - unless the hotel sent an e-receipt directly to Concur. Look at the itemization on the folio, and itemize your lodging expenses in Concur to match. Itemization separates room rate from room taxes and separates business expenses (such as required wireless internet service) from personal expenses (such as movies, dry cleaning, and room service).
Miscellaneous Out-of-Pocket Expenses
Remember to include miscellaneous out-of-pocket expenses. You may have paid in cash for metro tickets, parking, or shuttle transportation. If you drove to the airport, use Concur's Mileage Calculator to figure out your reimbursable miles.
The University supports per diems for meals in travel when the duration of the trip is at least eight hours. Some departments may apply a more stringent policy for actual meal receipts in travel; please check with your supervisor or business manager for specific departmental per diem policies. The University will not reimburse above the per diem rate. If you are following per diem, visit www.gsa.gov for details; the rates on this website are loaded in the Concur application and can be imported from your itinerary.
An electronic receipt is required for any travel expense over $75 and for any meal regardless of dollar amount. Receipts are not required if you are taking per diem. For group business meals, see specific policy language. If you already used the Concur Mobile app or ExpenseIt to send your receipts unless you are to the Receipt Store, your receipts are already in Concur and ready to be applied to your expense report. Otherwise, upload your receipts into Concur. Note - receipts must be legible.
Once your expense report is complete, click Details, then Totals to see if the University owes you money. Any money owed to you will be directly deposited into your bank account.
If you do not have direct deposit established with the University, then a check will be mailed to your home address (the address on file with the Payroll department).
If reimbursement is for a nonemployee, the payment will be mailed to the site address selected during expense entry. If you indicated that you would like to pick up the check for the nonemployee, you will receive an email when the check is ready for pick-up. Details will be included in the email.
If you owe money to the University, please make a check payable the University of Pittsburgh within 10 days of filing your expense report and send it to the Payment Processing department: 116 Atwood Street, Pittsburgh, PA 15260.
Recently, external funding agencies, such as the NIH, have made certain types of dependent care expenses allowable on sponsored projects with the appropriate supporting documentation and subject to dollar limits that are unique to each funding agency and award. While permanent changes to University Policy FN28 related to dependent care may be considered as part of the University’s policy development process, the following information is intended to clarify the University’s current policies and processes related to dependent care expense reimbursement.
- Partial reimbursement of certain emergency and back-up dependent care for eligible University of Pittsburgh employees will be reimbursed under the University subsidized taxable fringe benefit program Care.com. Review the Office of Human Resources website for full details about Care.com.
- Dependent care expenses that are not eligible for benefits under Care.com, and allowable on externally sponsored awards, such as certain NIH awards, will be permitted. The same dependent care expense item may not be submitted to both Care.com and directly reimbursed via Travel & Business Expense Report under University Policy FN28. Compliance with the terms and documentation requirements of individual externally sponsored awards will be the responsibility of department research grant administrators. Please note that Payment Processing and Compliance will automatically apply the required blanket exemption certificate signed by the Chief Financial Officer to appropriate expense reports. Review the following information for full details.
- All other dependent care expenses that are not eligible for reimbursement under Care.com, nor allowable by externally sponsored awards will continue to be ineligible for reimbursement under University Policy FN28.
Purchase, Pay & Travel is continuing to work through additional complex scenarios related to the possibility of coordinating externally funded dependent care reimbursements with Care.com benefits. Additional clarifications or guidance related to additional scenarios will be shared when available.
Chart of Procedures for Reimbursement for Dependent Care Expenses
Grants provided through National Institute of Allergy and Infectious Diseases (NIAID), National Institute of Mental Health (NIH) or other funding agencies
|Eligibility||Visit the OHR website||Grant recipients - check with your Grant Administrator if you are unsure.|
|Type of Care||Emergency and backup care – if eligible, can’t submit under grant.||Consult grant agreement|
|Amount of Coverage||Visit the OHR website||Consult grant agreement|
|Care type Covered||Dependent care||Consult grant agreement|
|Dates of Applicability||9/1 - 8/31||Varies, consult grant agreement|
|Taxation Reporting||W2||W2 for employees; 1099 for non-employees|
|For more information||Visit the OHR website||Grant Administrator in your University department|
|Procedure for Reimbursement and Required Documents||See Process Flowchart|
|Program Requirements for Provider||Licensed childcare provider – must have proof of license to attach with the expense reimbursement.|
If you have any questions about reimbursing dependent expenses through an externally sponsored award, please contact Purchase, Pay & Travel Customer Service. For questions related to Care.com, please contact the Office of Human Resources.
- OHR website – Care.com Benefit Details
- Grants.nih.gov website - NIH will begin providing childcare cost support to full-time predoctoral and postdoctoral trainees
The preferred method for submitting expenses is through Concur. A hard-copy T&B form is only available to regional campuses. Hard copy submissions will only be accepted under specific circumstances. If your circumstances require the use of a hard-copy T&B form, please follow these instructions:
- Got to my.pitt.edu > search "UBF"
- Select "Forms Library" from the left menu > select the applicable Travel and Business Expense Report from the Forms Library.