Form 10.12.1 (REV) 04/16)
REIMBURSEMENT FOR INCURRED EXPENSES: Attach legible photocopies of receipts, cancelled checks, page(s) of the conference
brochure that show the date, place, conference fees (do not include other pages of the brochure), and other documentation for itemized expenses.
Please tape these receipts, stubs, cancelled checks, etc. to an 8-1/2 x 11” paper before photocopying/scanning. The original copies of the supporting
documents must be kept at the requester’s site and should be made available for future audits. This requirement for legible photocopies of supporting
documentation is needed to enable Accounts Payable to process travel expense claim documents through SAP Travel Management Module (TMM).
School-based travelers must submit the approved Form 10.12.2 with the approved Travel Expense Claim Form to Accounts Payable Section, Travel
Desk, Beaudry Building 27
th
floor. Accounts Payable will review, approve and settle the claim to Payroll for reimbursement in the next regular,
scheduled payroll run. Reimbursements will be sent to the traveler’s address on record via payroll with paycheck or direct deposit.
Non-school Based Office travelers must submit Travel Expense Claim Form with the supporting documents to the Site Travel Specialist to be
scanned and attached into TMM. Accounts Payable will review, approve and settle the claim to Payroll for reimbursement in the next regular,
scheduled payroll run. Reimbursements will be sent to the traveler’s address on record via payroll with paycheck or direct deposit.
Please indicate the Trip # and Pers# above for reference. These numbers can be found on your Approved Travel Request Notification (ATRN).
Invalid or blank Trip# and Pers# may delay your reimbursement.
Expenditures paid by the P-Card, Recruiter Card and Travel Credit Card (T-Card) are not reimbursable. Only District approved self-paid travel
expenses are reimbursable. Attach copies of any special approvals (e.g., memos, side letters, etc.) provided for exceptions to travel policies.
