Expense Reimbursement-Mechanical Engineering - Carnegie Mellon University

Expense Reimbursement

*please note that expenses must be submitted within 30 days from the date of purchase

An individual requesting reimbursement may delegate responsibility for preparation of the expense report but, in doing so, the accountability remains with the individual requesting reimbursement.  The Mechanical Engineering Department requests that the Expense Reimbursement Request Form [pdf] accompany requests along with itemized receipts when presented to the appropriate staff member for preparation.

Travelers are required to submit original receipts to substantiate their travel expenses (except in the case of per diem reimbursements – see the Per Diem Options of the Carnegie Mellon University Business and Travel Expense Policy[pdf] – For Employees Only). As with any University payment, original documentation is necessary to verify expenditures and eliminate the possibility of duplicate payments. All single expenditures of $25 and greater will need to be accompanied by an original receipt.  It is not appropriate to round-off amounts or to estimate expenses. In cases where receipts are not required to be submitted, e.g., highway tolls, tips, etc. and an amount less than $25, travelers must still record the actual amounts of the charges and clearly itemize these expenses on the expense report.

Detailed receipts that support credit card charges are considered original receipts and must be submitted with the expense report. Photocopies of credit card charge slips or credit card statements are not sufficient documentation, nor are tear-off stubs for meals. If no other form of receipt can be obtained, the original credit card statement will be accepted. In the case of airfare not charged directly to a Departmental account through a University preferred travel agency, travelers must provide proof of payment. Travel itineraries do not constitute receipts for reimbursement purposes.

Meal and restaurant receipts must include the name and location of the restaurant, the number of people served and the date and amount of the expense.

To submit a request, please complete the Expense Reimbursement Request Form [pdf] and submit with your receipts.  To view the complete policies on reimbursement, please see the links to the right.

helpful links

To submit a request[pdf]:

  1. Provide as much information as possible!
  2. List the business purpose for the travel or expense
  3. For meals with fewer than 6 guests list the names of each attendee and the purpose for meeting.
  4. The form should calculate as you add expenses.
  5. Please provide any additional comments in the appropriate location.
  6. Email the form to the appropriate faculty assistant.

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