Expensing Your Trip
Carnegie Mellon will pay for or reimburse university business and travel expenses that comply with the Business and Travel Expense (BTE) Policy and are in accordance with the University Card Guidelines contained in the Procurement Manual.
Explore the sections below on how to expense your trip:
| Expensing on a University Travel Card (Individual or Departmental) | Expensing on a Personal Card |
See the Travel Planning, Booking Travel and While you are Traveling pages for more information about those processes.
Expensing on a University Travel Card (Individual or Departmental)
Travel expenses for legitimate university business that were paid using an individual or departmental university travel card must be verified in the Oracle Internet Expenses (IE) – Procurement Card Application within 30 days of the transactions posting by the cardholder or a university employee who has delegate access to the cardholder in the IE Procurement Card Application.
The transaction(s) must be verified to the correct Oracle account string, have a complete business description/justification, and have required receipts $75 or greater and other supporting documentation scanned and attached during the verification process.
- Visit the University Card Program page to learn about the University Travel Card, training requirements, and how to request and use a Travel Card.
- Visit the IE training page for IE Procurement Card Application access training requirements.
- View the Procurement Card Verification Report (PRC) User Guide [.pdf] for instructions on verifying card transactions within Oracle.
Expensing on a Personal Card
Requests for Reimbursement
Requests for reimbursement of allowable and reimbursable travel expenses per the BTE Policy that were paid using a personal card should preferably be submitted via an expense report within 30 days of completing the travel.
Requests for reimbursement of expenses must be submitted and approved within 90 days after completing the travel or incurring the relevant expenses.
Otherwise, the reimbursement, if approved, is typically taxable to the individual.
Employee Expense Reports
Employee expense reports can be created in the Oracle Internet Expenses (IE) – Expense Reporting Application and submitted by the traveler/expense incurrer or a university employee who has delegate access for them with the IE Expense Reporting Application.
- Visit the IE training page for IE Expense Reporting Application access training requirements.
- View the Expense Reports User Guide [.pdf] for instructions on creating expense reports in Oracle.
Non-Employee Expense Reports
Non-employee expense reports can be created and submitted via the Enterprise Content Management (ECM) system by a university employee who is an authorized preparer. Administrative Leadership Group (ALG) members can submit preparer access requests to the ECM form functionality by contacting the Business Systems Help Desk at ER-Help@andrew.cmu.edu.