Travel
Returning from Travel
Reconciling travel expenses
In order to be reimbursed for travel expenses, the traveler must scan all itemized receipts, attach them to an Expense Report (ER) in the online travel module and submit the ER for approval. A printed copy of the ER along with all original receipts must then be submitted to the URI Travel Office, 103 Carlotti Administration Building. We highly recommend travelers set up their bank accounts in the module to receive direct deposits for travel-related reimbursements. Directions for arranging direct deposits are below.
Expense reports are created by the traveler or cardholder during the travel authorization process. Charges to the URI TCard must be assigned to an ER. The report will stay in pending status until the travel is completed, at which time all transactions and receipts are added and the report is submitted for approval.
Direct Deposit Setup Instructions for Travel Expense Reimbursement
To be reimbursed via direct deposit for travel expenses, you must set up your bank account in the Travel Module. Complete the Direct Deposit Setup Form for travel expense. This setup is required even if you are already being reimbursed via direct deposit/ACH from Accounts Payable or Payroll.
Create an Expense Report Online
Log in and Enter Traveler Information
Log into e-Campus Financials using your e-Campus user name and password. Navigate as follows: Employee Self-Service>Travel and Expenses>Expense Report>Create/Modify>ADD. If the expense report was previously created, click the “Find an Existing” tab instead of “Add a New Value”. Enter the appropriate employee ID if you are submitting the ER for someone else.
Assign My Wallet Transactions to an Expense Report
Wallet Transactions are transactions charged to a URI TCard. Email notifications are sent to travelers when a TCard transaction is in their “Wallet” and each charge must be assigned to an expense report. When travel is completed and all expenses are incurred, you will link your travel authorization to the expense report and scan and attach all receipts related to trip.
Submit for Approval
Before you submit for approval, be sure to review the total and modify lines if needed. Enter any comments or notes which will be helpful to approvers under “Expense Details”. When ready to submit, check the “Certify” box to activate the “Submit Expense Report” link.
Travelers are required to submit paper expense reports with original receipts attached in addition to submitting the electronic form with receipts attached online. The report should be forwarded to the URI Travel Department, Room 103, Carlotti Administration Building.