Reimbursements & Travel

Expense Reimbursement Questions: chemexpenses@umn.edu

Employee reimbursements are typically needed for travel or hospitality costs. For other purchases, use of U Market, a purchase order or a pcard is preferred.

University employees are responsible for knowing, and complying with applicable policies. See the following links for additional information: 

• Purchasing Goods and Services

• Hospitality policy

• Business Expenses

• Dept. of Chemistry meal limits and hospitality guidance

Chemistry employees are required to submit reimbursement requests through Chrome River. To access Chrome River go to MyU, Key Links, and choose "U Travel." This link includes a video overview and job aids to assist you in entering your reimbursement request. Assistance from department staff is also available by emailing chemexpenses@umn.edu.

What do I need to know before I travel?

You are responsible for knowing and complying with University and sponsor policies while traveling. These policies include:

• Travel policy

• Hospitality policy

• Business Expenses

Overnight

Employees traveling on University business (overnight) will be reimbursed for actual meal expenses up to, but not exceeding, the Federal State Department (GSA) per diem daily amounts. Currently, rates vary by city, county, and country. Travelers must not exceed the maximum meal rate for the city/county/country where their meal was purchased. For information on the per diem in the city/county/country in which you will be traveling, please click on these link: Domestic Rates and International Rates. The meal allowance for the first and last day of travel is 75% of the per diem amount for the travel destination

Extended Day Travel

Employees traveling on University business (extended day travel) will not be reimbursed for meal expenses, if travel is within 12 hours and does not include an overnight stay. Click on the policy links above for more details: Travel policy  Hospitality policy  Business Expenses

Per Diem

If you claim the maximum per diem, you must certify that your actual expenses met or exceeded the per diem.

Hospitality meals while in travel status are typically not allowed. If you believe you qualify for an exception, please work with finance and payroll staff in advance of your travel.

Receipts for meals while traveling are not required.

Booking Travel

The website travel.umn.edu includes information about booking travel, and reimbursement rates used. Please make sure to view the Travel 101 tab for an overview of the process.

What's Needed for Reimbursement

Itemized detailed receipts are required for all expenses. Exceptions (while in travel status only) include items less than $25, or meals covered by the per diem meal allowance. You will not be reimbursed without an itemized receipt.

Legible copies of receipts must be uploaded into Chrome River. You will need to know the budget number to be charged, and you will need to provide a justification who, what, when, where, why for the travel. Your supervisor will need to approve the request in Chrome River.

Where will the check be sent

If you receive your pay via direct deposit, you will receive reimbursements through direct deposit as well. If you receive your pay via check, your reimbursement check will be mailed to the same address.

Checking on Status of Reimbursement

You will receive a system generated email once your reimbursement has been processed and approved for payment. To check on the status of your reimbursement, log into Chrome River. In the Expenses section, click on the "submitted in last 90 days" box. Click on the name of the report you wish to view. Near the upper middle of the screen, you will see a "tracking" button. Clicking on that will allow you to see the status of your report.

Reimbursement for Seminar Speaker Dinners

This document contains the most up to date information along with other seminar host expectations.