Division Business and Travel Expense Report

Reimbursements may be requested for travel expenses and food orders/supplies for local meetings. You should not be requesting reimbursements for any lab or office supplies, etc: all such purchases should be made through the department’s Purchasing Request Form.

(Important: per Boston University policy, reimbursement cannot be issued for any Amazon purchases whatsoever, under any circumstances – including otherwise valid business travel.)

Please note: this form is intended for students and invited guests. Post-docs, visiting researchers and other academic staff should submit their expenses through Concur.

Name*
First Last
BUID*
Division*
Role*
Email
Address (see note about Check Destination)
Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

NOTE about Check Destination. Most checks will be mailed to the Division for pickup.
Reimbursement Type*
Faculty (Advisor) name:*
Faculty email:*
Expense Details
If request is for travel reimbursement, dates of travel. If for multiple local meeting meals, etc, please provide the transaction date of the earliest purchase, and of the latest
Trip/Expense Purpose:*
Travel Classification:*
Start Date:*
MM slash DD slash YYYY
End Date:*
MM slash DD slash YYYY
Does this report charge a grant/sponsored program? (If yes, note that airfare for domestic carriers only can be reimbursed on a grant.)*
Detail of Expenditures:*
Notes/Explanations
If request is for meeting or departmental event expenses (food, etc):
List of attendees. (If this does not apply to your travel expenses, simply state "not applicable.")*
Meeting agenda/purpose
Expense Itemization
Please complete the information below. Be sure to include the total amount for each category.
RECEIPTS
Scan your full receipts as one document for each category and attach below. Receipts are required in order to be reimbursed. Please submit itemized receipts, issued by the vendor, with the following information CLEARLY visible: itemized costs, grand total cost, name of supplier/vendor for the products purchased, the date of the order and proof of purchase (Visa Mastercard Cash etc.). Files should be in PDF, PNG or JPG format.
Credit card or bank statements ARE NOT CONSIDERED VALID RECEIPTS, and your expenses cannot be reimbursed based on that form of documentation. Period.
Note: occasionally, you may encounter a glitch that will not allow you to upload your receipts. If this happens, please submit the completed form without attachments, and email all receipts to msesch@bu.edu
Airfare, train, bus
Attach all Airfare, train, bus receipts here:
Drop files here or

Max. file size: 100 MB.
Total Lodging (room & tax)
Attach all Lodging (room & tax) receipts here:
Drop files here or

Max. file size: 100 MB.
Total meals
Attach all meal receipts here (must be itemized; note that no alcoholic beverages can be charged to a grant)
Drop files here or

Max. file size: 100 MB.
OR: Daily food per diem rate (must be approved in advanced)
Taxis, Limos, subway, parking, etc
Attach all Taxis, Limos, subway, parking, etc
Drop files here or

Max. file size: 100 MB.
Personal vehicle mileage
Attach all car travel receipts here:
Drop files here or

Max. file size: 100 MB.
Registration fees:
Miscellaneous:
Attach all other receipts and requested documentation here:
Drop files here or

Max. file size: 100 MB.
TOTAL AMOUNT TO BE REIMBURSED*
ACCOUNT/FUNDING SOURCE
Students, if the total is over a travel award amount, ask your PI for the Account/funding source to be charged for the remaining balance. Please use the 10 digit SAP number 9xxx.*
PI Name (this may be different than your advisor)
Dept managing funding source:*
If splitting the cost of the travel/business expense, add an additional account/funding source to be charged (Please use the 10 digit SAP number 9xxx)
PI Name (this may be different than your advisor)
If splitting the cost of the travel/business expense, add an additional account/funding source to be charged (Please use the 10 digit SAP number 9xxx)
PI Name (this may be different than your advisor)
Additional Notes/Comments

Division Business and Travel Expense Report

Expense Details

If request is for meeting or departmental event expenses (food, etc):

Expense Itemization

RECEIPTS

ACCOUNT/FUNDING SOURCE