Planning Your Travel and Reimbursements for Receipts and Travel - Get It Right The First Time!

Sep 21, 2026

Upload by Jake

A structured guide for planning travel and submitting reimbursement requests, covering receipt reimbursement and travel authorization requirements. It instructs users to use approved auto-pay vendors when possible, keep itemized original receipts, submit requests within the required 60-day window, and provide supporting statements when receipt details are incomplete. The guide also specifies how to complete receipt and accounting fields, documentation rules for lost receipts, and travel forms for domestic and international trips, including when preauthorization and OSRAA approvals are required.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages23

Reading Time8 min

AccessFree to download

Receipt Reimbursement

Purchase and submission rules

Receipt documentation requirements

Receipt form fields and accounting info

Lost receipts handling

Travel Authorization

Travel within the U.S.

Travel outside the U.S.

PLANNING YOUR TRAVEL AND REIMBURSEMENTS FOR RECEIPTS AND TRAVEL GET IT RIGHT THE FIRST TIME! FORMS • All the forms for travel and receipt reimbursements can be found on the BEE website or above the mailboxes in the main office (Room 116) RECEIPT REIMBURSEMENT • Always try to purchase items at an auto-pay vendor first; or have Jennifer order them . You can find a list of auto-pay vendors on the BEE website HERE. • $100 maximum – this is a soft limit • KEEP ALL ORIGINAL RECEIPTS – It is very difficult to do a reimbursement without a receipt. Receipts must be itemized show the method of payment. • If information on receipts is incomplete or unclear, you may be asked to provide a statement showing the charges to your credit card. (Blacken all other info on statement.) • Your reimbursement request must be processed by the business center within 60 days of purchase . Be sure to submit it early enough to allow processing time . • Lack of planning, convenience, and cost-savings do not justify a reimbursement. If in doubt, always ask about purchases and reimbursements prior to purchasing items RECEIPT REIMBURSEMENT Engineering This entire form is online and can be downloaded HERE then filled out using Adobe Acrobat Fill out all the highlighted areas . • Business purpose: explain what you bought, what it was bought for (how it is going to be used and how the expense relates to the grant) and why you purchased it yourself instead of having us order it or going to an auto-pay vendor. If food was purchased for a group, must have names of group members . More details will save time . RECEIPT REIMBURSEMENT Description of Expenditures: • Date – receipt date . Multiple receipts in date order • Vendor name & address: should be on the receipt • Item(s) purchased: what did you purchase . One receipt per line . If it’s groceries, all that is needed is “groceries”. • Amount – the total amount on the receipt This entire form is online and can be downloaded HERE then filled out using Adobe Acrobat RECEIPT REIMBURSEMENT Accounting info: • Date – today’s date • Index Code – MUST have an index code. You will get this from your advisor who should also be the PI (Budget Authority) for the index . You can charge multiple indexes • Account Code – Skip • Activity Code – Some Indexes have an activity code . Example: AGD061-AOFC. The AOFC is the activity code • Amount – add up all the receipts and put the total reimbursement amount • Claimant’s signature – that’s you! • Budget Authority Signature – this is usually your advisor, or the project PI. This entire form is online and can be downloaded HERE then filled out using Adobe Acrobat RECEIPT REIMBURSEMENT All receipts for your reimbursement must be cleanly taped to a sheet of paper. You can put multiple receipts per sheet. Receipts MUST show how purchase was paid for. DO NOT cover any of the printing on the receipt in tape; it does not scan well. Lost receipts: • Fill out a “Lost Receipt Memo” explaining what went wrong. You can get this memo from the Admin Assistant. • Print out a copy of your credit card charges or bank statement charges showing the specific charge you are missing the receipt for If in doubt, always ask about reimbursements/purchases prior to purchasing items TRAVEL Form for travel within the US All travel outside the state of Oregon requires travel preauthorization . Flights, lodging reservations, and other bookings CAN NOT be approved without an signed travel authorization form . Routing can take a few days . Form for international travel TRAVEL – WITHIN THE U.S. • General Information – complete each field • Reason(s) for Travel – What are you doing and how does it relate to the project/grant. BE SPECIFIC • Total estimate cost of trip – do your best, this is just an estimate • Note: If you can register/pay for registration for a conference online, see Jennifer after your tra

FAQs

What receipts must be kept for a reimbursement request?

Keep all original receipts. Receipts must be itemized and show the method of payment, with vendor and item details.

When should a receipt reimbursement request be submitted?

Submit the request to the business center within 60 days of purchase, allowing enough time for processing.

What approvals are needed for travel outside Oregon or outside the U.S.?

Travel outside Oregon requires travel preauthorization. Flights, lodging reservations, and other bookings cannot be approved without a signed travel authorization form, and international travel requires specific registration and approval routing.

Sep 21, 2026

Upload by Jake