Travel Reimbursements

  • Supporting documentation and information requirements
    • Submit your original, itemized receipts (with the exception of meal receipts if you are claiming per diem)
      • Please add notes to receipts in foreign currency to explain the expense
      • Acceptable supporting documentation must include vendor, price, description or itemization of expenses, and proof of payment.
    • Provide start and end dates of travel, destination(s), and business purpose.
    • Conference agendas must be attached.
      • Indicate any meals that were provided to you by others.
  • Reimbursement Requests
    • Submit a “Submit Travel Expenses” ticket through the Freshdesk ticketing portal, providing the following:
      • Attach the full itinerary which shows the flight details (e.g., dates, destination, ticket class, etc.), and proof of payment.
        • If a flight credit is used towards your airfare, you will also need to provide the original itinerary (showing detailed travel information and proof of payment)
      • Attach all other travel receipts, a detailed business purpose of the trip, explanations of any unusual details (e.g. any significant expense not included for reimbursement, does the trip include any personal travel, reasons for a trip originating or ending in a city other than St. Louis, etc.), and which budget should be charged (e.g., STAR account, program budget, etc.)
        • Approval for expenses charged to anything other than a STAR account should be attached.
        • Travelers must disclose if portions of travel were paid by a third party.
    • Reimbursement Deadline
      • WashU policy requests reimbursement requests to be submitted within 15 days after the expense is incurred. Travel-related expenses should be submitted in aggregate within 15 days of trip completion.
      • We expect all reimbursements to be submitted by the guidelines noted above.
        • Expense reports submitted more than 60 days after the expense was incurred require additional approvals.
        • Expenses submitted more than six months (182 days) after being incurred will not be reimbursed.
  • Additional Considerations
    • Please submit one ticket per trip. We cannot accept multiple trips submitted on one ticket.
    • Procard travel receipts should be submitted using this ticket type.
    • Inadequate documentation or lack of information will delay your reimbursement.