RESPONSIBILITY OF THE INDIVIDUAL
Individuals requesting reimbursement from the University should exercise good judgment with respect to incurring business expenses and are expected to spend the University’s funds prudently. Individuals have the responsibility to undertake due diligence in order to ensure compliance with the policy and the proper documentation provided in the Expense Report. Business expenses will be reimbursed if they are deemed reasonable, compliantly documented, properly authorized and approved, and within the guidelines of RU policy. Expense reimbursements may be disallowed if unreasonable or unallowable.
INSTRUCTIONS FOR OVERNIGHT TRAVEL
Please complete Travel Approval (TA) form, obtain signatures, and submit with supporting documents to
Travel Approval (TA) Form
To request pre-approval of overnight travel for attending business related conferences/conventions/meetings.
- Completed in advance, prior to traveling
- Completed online and submitted as hard copy or PDF.
- Enter all required information, including the GL or Project String that will be charged.
Travelers should reach out to their department heads to obtain this information if needed.
- Enter all required information, including the GL or Project String that will be charged.
- Signed by Traveler, Supervisor/Division Dean and/or Org. Officer, and Finance department.
- Supporting documentation must be included upon submitting the TA Form for approval to the finance department (quotes for estimated expenses, conference brochure/agenda, etc.).
- Signed TA form must be included as an attachment with Pre-Trip Request and Expense Report
Pre-Trip Request (SAP Concur Request) Required effective 7/1/2024.
To be completed and submitted in Concur Travel and Expense for authorization. This is where you will estimate expenses that you will be seeking reimbursement for. (example, meals per diem, uber/lyft, etc).
- Completed in advance, prior to traveling, after the TA Form has been approved.
- Completed online in Concur Travel and Expense
- A delegate can submit this on your behalf. Send me an email alert to check it. Await approvals.
- Attach signed TA Form, conference brochure/agenda, etc.
- Reviewed and approved by Finance Department
Travel that is not booked using Concur Travel and Expense or Direct Travel will not be considered Rutgers-related travel and will not be reimbursed.
Information included here is an abbreviated summary of frequent issues that come up regarding travel reimbursements. For more details, please contact your SAS Business Manager, or review the full travel policy on the University Policy Library Website.
Useful Policies/Forms for Expense Management
Requests for reimbursement must fall within the parameters of the University Travel Policy. Individuals incurring expenses are expected to exercise prudent judgment in incurring travel-related expenses, and affirm that any expenses incurred are directly work-related and are obtained by the most economical means. If additional costs are incurred such as accommodating personal preferences or the costs of companion travel, these costs should be paid personally. Faculty and staff traveling on university business are also responsible for ensuring that expense reports are prepared and submitted in a timely manner with appropriate receipts and required documentation.
Expense reports must be processed within 60 days of the travel end date or the purchase date.
Receipts are required for all expenses greater than $50.
All airfare, Amtrak, hotel, and rental car reservations must be booked using the Rutgers Travel Services Online Booking Tool (Concur) or by contacting Direct Travel, the Rutgers-approved travel agency by email
Travel reservations made through other booking channels will not be considered Rutgers-related travel and will not be reimbursable.
Coordinate preferred flights among group members and book individually. An agent can assist you with identifying the best flight options, especially for international trips. Travelers who prefer to be on the same itinerary should contact Direct Travel via phone 1-888-818-1067 or email
Please note: You will need to create and save a traveler profile prior to contacting them.
Air and Amtrak are paid by Rutgers up front. The remaining trip expenses would be covered by the faculty lead/director and submitted for reimbursement on an expense report in the expense management system upon return from travel.
Help with booking travel on the online booking tool.
Online Travel Booking Tool Demo
Accessing the Online Booking Tool
Steps to Take to Charge Travel Expenses to a Project
The Expense Management system is accessed through Cornerstone.
Navigate to the Expense Report System:
- Go to the MyRutgers Portal
- Login using your netid and password
- Under the My Apps tab, click on the Expense Management icon (located under the finance group).
Helpful Downloads
- Create an Expense Report in the Expense Management System
- Review Expense Report and Reimbursement Status
Airfare and Amtrak are booked in advance through Direct Travel, the university’s global travel agency and pre-paid by the University and allocated to the appropriate Project or Unit.
Faculty and Students (Rutgers employees only)
Coordinate preferred flights among group members and book individually using the Rutgers Online Booking Tool (must create a profile first before booking).
Travelers who prefer to be on the same itinerary should contact Direct Travel via phone 1-888-818-1067 or email
- Per Diem (only for single person meals not shared or group meals)
- Select one of the following per diem reimbursement options:
- Rutgers per diem rate of $50 for all cities (domestic or foreign): $10 breakfast, $10 lunch, $30 dinner
- IRS per diem rate by city (see Procurement Services website for rates)
- Breakdown by Meal = 20% Breakfast, 20% Lunch, 60% Dinner
(Eg. $50 per diem rate= $10 Breakfast, $10 Lunch, $30 Dinner) - Travel Days (depart and return date) receive 75% of the per diem rate.
(Eg. $50 per diem rate for a travel day= $37.50 [$7.50 Breakfast, $7.50 Lunch, $22.50 Dinner]) - Must be pro-rated for any meals provided
(Eg. $50 per diem rate w/ lunch provided = $40 [$10 Breakfast, $0 Lunch, $30 Dinner]) - Conference agenda must be provided to confirm dates and any meals provided
- Use Meal Reimbursement Form to assist with the calculation of reimbursable per diem meals and to clearly identify the breakdown by meal for each day
Note: Per diem is only for single person meals, not shared or group meals.
If you are requesting reimbursements for actual meal costs, rather then using a per diem option, receipts for all meals are required, no matter what the dollar amount is.
Group Meals
Please note there is no per diem option for group and/or shared meal expenses. Travelers who pay for meals for groups who are dining together can request reimbursement with supporting documentation:
- an itemized receipt that includes date, amount, place, proof of payment and a description of the expense
- if paid with a credit card, submit credit card receipts or redacted statement along with an itemized bill to show meal expenses
- valid business purpose / clear, detailed description
- a list of attendees including affiliations
Travelers can submit credit card receipts to show meal expenses.
It is important to note that you must obtain itemized receipts for all group expenses that you wish to be reimbursed for. You will also need a list of all included on the expense.
There might be exceptional circumstances that would justify a higher cost for guests, but those will need a clearly stated and convincing reason. Also, there might be a justification available for a higher cost for a faculty/staff member but exceeding the limits should be a very rare occurrence.
All hotel reservations should be made using Concur or by contacting Direct Travel. Exceptions are only made for hotel bookings associated with conference/convention room blocks and Airbnb, Vrbo, and other "home-share" providers.
See "Booking Travel" for more information.
If you have a preferred hotel that they do not have in their system, they are flexible. Provide them the hotel contact information and they will book the rooms. The hotel rooms are not pre-paid, however. The charge must be paid by the faculty member. A personal credit card is required to book hotel reservations. You will submit an expense report for reimbursement once you return from your travel. The credit card is used to guarantee the booking and is not charged unless the reservation is canceled within the hotel’s cancellation penalty period. The Rutgers credit card is only used for air.
FOR REIMBURSEMENT, PLEASE RETAIN AND SUBMIT THE FOLLOWING:
Rental car reservations must be made through Direct Travel, and are paid by the traveler and submitted for reimbursement.
See checklist for vehicle size and classification restrictions.
Uber/Lyft, car service, taxis, bus, train, shuttles
These travel arrangements can be done outside of the official booking tool or RU travel agency and are reimbursable with original receipts. Be careful that taxi or other transportation costs are not incurred over the same dates you have rented a car.
Travel Costs for local taxis, limos, buses, subways, and trains used while traveling will be reimbursed at actual cost. Attach receipts, if available or over $50, and clearly note origin and destination, travel dates, and explain the purpose of each trip.
Tolls and parking fees are also reimbursable with original receipts. Gasoline expenses are not reimbursable.
Travelers are expected to use the most economical means of transportation available.