Travel Expense Reimbursement Checklist.pdf. The completed, signed & approved PERR Form with all respective receipts attached to the back should be submitted within 30 days of expense. Graduate Medical Education- Travel Reimbursement Procedure 1 of 11 Revised 6/10/1 Reimbursement for travel related expenses is available to all Rutgers housestaff (see applicable procedure below) that meets the following criteria, subject to change. Students, follow these instructions to set up direct deposit for your refunds online via Nelnet. Reimbursement for travel related expenses is available to all Rutgers housestaff (see applicable procedure below) who meet the following criteria, subject to change. Per Diem . All other charges are the students responsibility. Any person who receives a Rutgers paycheck must use Expense Management for reimbursements, regardless of Class/Level. 7. Booking Travel Reimbursement requests must be submitted within 60 days of either the incurrence of expenses or the return from travel. Meal Expenses No reimbursement for meals provided by any other source. The Expense Management system is accessed through Cornerstone. Meal Expenses A standard reimbursement for actual expenses up to $30.00 per day for a travel period of more than one full day per student. Completed and submitted electronically in the Expense Management System Indicate the business purpose Beginning May 1, 2020 all expense reimbursements that require printed checks will be held by the Travel and Expense team until all Rutgers facilities reopen, units resume normal operations, and mail distribution is fully operational universitywide. All regulations and procedures are subject to amendment. Expense reports are created after expenses have been incurred and are submitted for approval within the Financial Management System. Enterprise Planning & Budgeting Cloud Services (EPBCS) Access Form. Define expense report business purpose (event and reason for attendance) for reimbursement. Select payment method from drop down options. Reports with expenses beyond the 60-day limit require a second higher level of approval by an Exception Approver (either memo or email), which must be attached to the report prior to submission. Expense Report Checklist Documentation requirements for reimbursement reports From Rutgers Policy 40.4.1 and 11.0 Travel and Expense Management Procedure Manual Utilize the Travel and Expense Reimbursement Summary Template (excel) to capture all expenses in this one document Completed (X) Do you have supervisor approval for your expense report? Employee, students, and guests are required to follow University policy. Please provide the travel information three to six weeks prior to your travel so we can ensure payment arrives in a timely manner. Must be retired from a full-time regularly appointed position under the terms of a university retirement program after 25 years of Rutgers employment or after attaining age 60 with 10 or more years of Rutgers employment Dependent children of employees retired under the PERS or PFRS disability retirement plans are considered qualified Laptop/Desktop/Computer equipment/All other devices (excluding those listed above) 3. Actual meal expense option when supported by original receipt that includes proof of payment. Reports with expenses beyond the 60-day limit require a second higher level of approval by an Exception Approver (either memo or email), which must be attached to the report prior to submission. If waiting until the first pay period will cause financial hardship, the unit may do a check request on behalf of the employee 40.4.1 - Travel and Business Meal Expense Policies.pdf. Add general attachments (if needed). Add expense items with actual dates and expense type, with required information and attachments. Students must submit itemized original receipts For travel or meal expenses please see the Travel and Meal policies for further explanations and clarification All PERR forms must be submitted by your organizations Treasurer. On Friday, Rutgers agreed to pay a $5 million settlement on behalf of everyone who paid Rutgers Spring 2020 semester fees. Taxable Moving Expense Reimbursement Form (see policy) W-2 Form; W-2 Form Guide; Effective July 1, 2013, the policy governing tuition remission covers academic programs that were established by and contained within Rutgers University prior to integration with legacy UMDNJ units and/or schools on July 1, 2013. REMINDER: all approvals and forms must be attached to expense report for any reimbursements for this trip. Expense reports must include receipts for travel expenses and a complete explanation of the business purpose of the trip to support the use of University funds. On the right side of your screen you will see an Actions menu- click on the down arrow to open up your selections-This allows you to create the expense report in an excel spreadsheet to upload Reimbursement for these expense types is not permitted. Exciting opportunity in New Brunswick, NJ for Rutgers University as a Senior Program Administrator An RU Net ID is required for this transaction. Expense Reimbursements 101. The Rutgers procedures for business Rutgers University uses Nelnet to electronically deposit student refunds directly into the checking or savings bank account provided. The University will reimburse justified travel and business expenses incurred by employees, students, and guests while these persons conduct University business. Set up direct deposit for reimbursements: i. If you have questions, please email the Procurement help desk at procure@finance.rutgers.edu. Updates to Expense Management Policy. The Rutgers Policy on Travel, Travel Incidentals and Meal Expense Policy requires careful documentation of expenses and submission of Reimbursement requests must be submitted within 60 days of either the incurrence of expenses or the return from travel. Travel Expense Report Checklist 2 5. Rutgers currently offers two options for faculty, staff, and students to book Rutgers-related travel. Travel and Expense Reimbursements After returning from a trip on Rutgers business, travelers who use personal funds for travel-related can request reimbursement by submitting an expense report. If you have questions, please email the Procurement help desk at procure@finance.rutgers.edu. The DIMACS Reimbursement Form can then be either mailed (address at right) or emailed to the DIMACS Financial Assistant. Note: For guidance on Rutgers approved domestic and international travel by faculty, staff and students, go to The Office of the Executive Vice President for Academic Affairs website. Any travel that is not pre-approved or not booked with one of the approved agencies will not be considered Rutgers-related business and will not be reimbursed. Reimbursement requests must be submitted within 60 daysof either the incurrence of expenses or the return from travel. Reports with expenses beyond the 60-day limit require a second higher level of approval by an Exception Approver (either memo or email), which must be attached to the report prior to submission. Per diem worksheet.xls. The full University policy about reimbursement of travel and business expenses can be found at: 40.4.1 Rutgers Policy on Travel, Travel Incidentals and Meal Expense Policy; Standard Operating Procedure: 11.0 Travel and Expense Management of the University Procurement Services Procedures Manual Log onto https://my.rutgers.edu. Reimbursement Amount: $600 RUTGERS NEW JERSEY MEDICAL SCHOOL MEDICAL RESIDENT - EXPENSE REIMBURSEMENT HOUSESTAFF BOOK ALLOWANCE INSTRUCTIONS 1. *Prior to traveling one must in advance submit a Travel Expense Form for each specific travel period and event otherwise expenses will not be reimbursed. Beginning May 1, 2020 all expense reimbursements that require printed checks will be held by the Travel and Expense team until all Rutgers facilities reopen, units resume normal operations, and mail distribution is fully operational universitywide. Housestaff is presenting a paper, abstract or poster relevant to the specialty in training

3. Please include a copy of all receipts for expenses that you are claiming for reimbursement. Effective July 1, 2018, staff members receiving a salary at or below $106,586 are entitled to full tuition remission. Printed checks for expense reimbursements will not be issued after April 30, 2020. Moving expenses incurred by employees will be treated as wages subject to federal, state and FICA tax withholding. This is a one-time setup required for reimbursement.

This service is highly secure and utilizes SSL encryption, keeping information safe and private. The processing of reimbursement is governed by Rutgers University Policy 40.4.1. Beginning May 1, 2020 all expense reimbursements that require printed checks will be held by the Travel and Expense team until all Rutgers facilities reopen, units resume normal operations, and mail distribution is fully operational universitywide. Whether or not you choose to have the reimbursements done by Save and submit expense report. Further, as of July 1, 2018, the Act suspended the tax-free reimbursement of qualified moving expenses. To be completed ASAP upon return from travel and/or when business expenses are incurred, within 60 days. 3. Hotel Costs : As needed, Business Services is able to pre-pay hotel costs prior to the trip being made. Note that for NJSGC to process the funding as a journal entry, the academic unit must have made the expenditures beforehand. Examples are conference and meeting agendas. Contact Us, Travel Reimbursement. After returning from a trip on Rutgers business, travelers who use personal funds for travel-related can request reimbursement by submitting an expense report. The award or reimbursement for expenses can be made directly to the recipient by NJSGC in the form of a check from Rutgers, or NJSGC can send the funding to the recipient's academic unit as a journal entry. Go to the My Rutgers Portal (https://my.rutgers.edu/) b. Login using your netid and password c. Under the My Apps tab, click on the Expense Management icon (located under the finance group). Eligible graduate fellows or students receiving departmental scholarships will receive remission for tuition only. This funding for development opportunities will offer Rutgers-Camden staff the chance to improve their job performance, enhance their professional skills, and acquire knowledge relevant to their roles at the University. Can a Student access Expense Management? ** When travel expenses are submitted for reimbursement these must include a completed TABER Checklist. The Act suspended the exclusion from taxable income for qualified moving expenses incurred by employees. PDAs/MP3 or any other audio players (excluding those listed above) * Items identified are subject to approval. TA/GA/Fellows Tuition Remission. The PERR form must be signed by your administrative advisor. Expense Report An expensereport is an electronic form that employees populate to submit work-related expenses for reimbursement. Travel Booking and Expense Reimbursement. Reason or Purpose of reimbursement . It is the responsibility of each department to ensure that any covered expenses qualify as relocation expenses and to bear such relocation expenses within its budget. The University will reimburse justified travel and business expenses incurred by employees, students, and guests while these persons conduct University business. Employee travel reimbursements are processed through Travel and Expense Management. Tickets for local/commuter train service (NJ Transit, NYC Subway, etc.) Rutgers Cornerstone (register for in-person training course) Rutgers Canvas (online training & job aids) Log in with your NetID and password; SON Chart of Accounts (GL String: Unit, Division, Organization, Location, Fund Type, Business Line, Account) Travel & Business Expense Reimbursement Information. If any issue is found during this review an official letter is sent to the student, the advisor and if necessary the governing funding It is the policy of Rutgers University (the University) to provide reasonable, necessary, and appropriate relocation expenses (as defined below) for new employees. The expense must be ordinary and necessary and in the performance of Beginning May 1, 2020 all expense reimbursements that require printed checks will be held by the Travel and Expense team until all Rutgers facilities reopen, units resume normal operations, and mail distribution is fully operational universitywide. Set up direct deposit for reimbursements: i. After returning from a trip on Rutgers business, travelers who used personal funds for travel-related expenses can request reimbursement by submitting an expense report by clicking the Expense Management icon, accessible through myRutgers Portal. To request reimbursement of travel or business expenses incurred by an RU employee. Travelers must select one option for the entire trip in order to receive reimbursement. To learn more information, please see the Expense Management FAQ (DOC) and/or contact the Procurement Help Desk. Travelers should be mindful to keep costs low whenever possible. Click on . More information is on https://procurementservices.rutgers.edu/travel ***Summer and Fall 2020 Conferences, Panels and Meetings Form*** 2. 2. This will bring you into the reimbursement system. After returning from a trip on Rutgers business, travelers who used personal funds for travel-related expenses can request reimbursement by submitting an expense report by clicking the Expense Management icon, accessible through myRutgers Portal. You must enter bank account information in the system before entering your first expense report. Rutgers Travel & Business Expense Policy You must enter bank account information in the system before entering A $60 daily maximum for actual meals that are supported by receipts. Name and Address of the vendor must be on the receipt. 6. The Oracle Expense Management is the current online tool used to submit business expenses for reimbursement for Rutgers employees.