Travel Expense Workflow

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Workflow (Text Version)

Is this expense related to Vassar-related travel?

• If yes, proceed to Step 1.
• If no, see the Procurement Workflow page.

Step 1

1. Create Spend Authorization for approval prior to travel.
2. After expense is incurred, create an expense report linking it to the spend authorization.

Please Note: To comply with Vassar policy, travel expenses incurred must be submitted in a report either within 14 days of the completion of the trip or 14 days of the close of the credit card billing period, whichever comes first. The report must be submitted within 60 days to comply with IRS regulations. Any expenses reported past 60 days will be treated as taxable income to you and reflected on your W-2.

Did you use a Corporate Travel Card (CCard)?

• If yes, proceed to Step 2 A.
• If no, proceed to Step 2 B.

Step 2 A

• In your expense report, select your Corporate Travel Card (CCard) transactions that pertain to your trip. Attach receipts for each transaction.

Step 2 B

• Enter a line item for each out-of-pocket expense you incurred and attach receipt(s) for each transaction.

Is Travel Expense More Than 60 Days Old?

• If yes, proceed to Step 3 A.
• If no, proceed to Step 3 B.

Step 3 A

1. Add the custom fin worktag “Taxable Income”.
2. Submit expense report for approval.

Is a reimbursement owed to you for out-of-pocket expenses?

• If yes, reimbursement will be added to your pay.
• If no, no further action is needed.

Step 3 B

• Submit Expense Report for approval.

Is a reimbursement owed to you for out-of-pocket expenses?

• If yes, the reimbursement will be paid through the accounts payable office as a separate payment.
• If no, no further action is needed.