Travel and Business Expenses for Rutgers Employees

Before travel:

1. Travelers should familiarize themselves with the Rutgers Travel, Travel Incidentals and Meal Expense Policy  before booking travel. If traveling internationally, travelers are automatically registered with Risk Management when booking through our travel agency or online booking tool.
2. If a cash advance is needed, complete the Request Cash Advance in Concur Expense Management, accessible through myRutgers Portal. The traveler, not the delegate, must complete this request. Use the Request Cash Advance job aid for assistance.
3. Book travel, knowing the available methods of payment.

After travel:

1. Retain all original receipts (for any expenses greater than $50) or for all business meeting meal expenses (non-per diem) regardless of expense amount, to begin the process of reporting expenses. Reminder: the only method of meal reimbursement for an individual is travel allowance (per diem). See Reporting Travel Expenses for specific information.
2. If receipts are lost, go into your expense report, add the expense and choose Manage Receipts.  From the list, choose Missing Receipt Declaration and choose the expense that is missing the receipt.  Complete the acknowledgement.
3. Submit the expense report in Concur Expense Management, accessible through the myRutgers Portal.
4. Wait for unit and audit approvals.
5. Receive reimbursement.

Related Job Aids and Training

• Request Cash Advance
• Travel Reimbursement Submission Checklist

Related Policies

• Travel, Travel Incidentals and Meal Expense Policy 40.4.1 (PDF)
• Rutgers University Faculty and Staff International Travel Policy 40.4.2 (PDF)
• Employee Relocation Policy 40.2.22 (PDF)

In most cases, a business expense that involves the purchase of a good or service should follow the Make a Purchase process, rather than the University's reimbursement process. However, there may be circumstances, such as an emergency, where employees need to pay for a good or service out of pocket, and be reimbursed later.

1. Be familiar with the Travel, Travel Incidentals and Meal Expense Policy 40.4.1 (PDF).
2. Retain original receipts and begin process of reporting expenses. See Reporting Travel Expenses for specific information.
3. If receipts are lost, go into your expense report, add the expense and choose Manage Receipts.  From the list, choose Missing Receipt Declaration and choose the expense that is missing the receipt.  Complete the acknowledgement.
4. Submit the expense report in Concur Expense Management, accessible through the myRutgers Portal.
5. Wait for unit and audit approvals.
6. Receive reimbursement.

Related Policy

• Travel, Travel Incidentals and Meal Expense Policy 40.4.1 (PDF)

The Employee or Delegate is responsible for following the procedures necessary to create an expense report for a travel or business expense in the Expense Management module of Concur. Employees must submit expense reports on their own behalf. Reminder – all travel related expense reports require and approved Request before booking travel. 

1. Open Concur Expense module from the home page, accessible through the myRutgers Portal.
2. For guidance on creating expense reports, review the training videos and job aids at Concur Travel & Expense.

Related Job Aids and Training​

• Concur Travel & Expense

Related Policies

• Travel, Travel Incidentals and Meal Expense Policy 40.4.1 (PDF)
• Rutgers University Faculty and Staff International Travel Policy 40.4.2 (PDF)
• Employee Relocation Policy 40.2.22 (PDF)

Once submitted via Oracle Financial Management system, the expense report is reviewed and approved for payment.

1. The Project Approver and/or the Finance Approver reviews the submitted expense report, accessible through the myRutgers Portal.
2. The Expense Management Auditor reviews and determines if audit criteria have been violated.
3. If there is no violation, the Auditor approves the report and forwards for payment.
4. If there is a violation, the Auditor returns expense report to the Finance Approver.
5. The Finance Approver then sends the report back to the Preparer for correction and re-submission.
6. Once it is re-submitted, the Auditor reviews and approves the report.
7. The payment is processed.

Related Policies

• Travel, Travel Incidentals and Meal Expense Policy 40.4.1 (PDF)
• Rutgers University Faculty and Staff International Travel Policy 40.4.2 (PDF)
• Employee Relocation Policy 40.2.22 (PDF)

The University will reimburse reasonable, necessary, appropriate, and approved travel and business expenses incurred by students and guests while conducting University business. Students and guests are required to follow University policy. Reimbursements should be submitted within 60 days of incurring expenses.  

Most reimbursements of student and guest travel and business expenses must go through the Non-PO Upload process in RU Marketplace.  

Note: Non-employees are paid via non-po transactions.

Related Policy
Travel, Travel Incidentals, and Meal Expense Policy 40.4.1 (PDF)