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Travel

If you are completing a travel or expense document for an employee, you will need to use the Electronic Travel and Reimbursement Module below. If you are completing a travel or expense document for a current student, you should use the paper Student reimbursement form, available on the Forms section of this website. If you are requesting a reimbursement for someone who is not currently associated with the University as an employee or a student, you should use a Direct Pay form, available on the Forms section of this website.

Requests for reimbursements in Ohio should not include sales tax, since the University is a tax-exempt organization. Appropriate backup should be included on any requests. Appropriate backup includes:

Item, Fee, or Registration   Receipt
     
Hotel, Flight, Vehicle Rental   Receipt- These items require Dean, Provost, VP or President approval. They should be paid on pcards when possible
     
Mileage   A map or mileage calculator showing the travel (such as Google Maps)
     
Per Diem   The per diem list from the State Department
     
Meal   Itemized receipt. There are no reimbursements for alcohol. If this is a business meal reimbursement, the people attending should be listed.

Any relocation related reimbursement items should be entered under the relocation expense type and appropriate attachments should be included. It is also advisable to include a copy of the relocation letter showing how much relocation expense reimbursement was offered. If you have any questions regarding travel and expense, please contact aptravelexpense@utoledo.edu or megan.lindsey@utoledo.edu.

Per Diem Domestic   
Use only Meals / Incidental Expense (M&IE) column in Excel file to do the calculation.  If you need to break out for the specific meal, please use 25% for breakfast, 25% for lunch and 50% for dinner.

Per Diem Overseas  
Use only Meals / Incidental Expense (M&IE) column in Excel file to do the calculation.  If you need to break out for the specific meal, please use 25% for breakfast, 25% for lunch and 50% for dinner.

Travel Reimbursement Policy - Effective date: March 1, 2010  

For Purchase Card travel inquiries, please see the P-Card Manual.

The 2015 IRS mileage business travel reimbursement rate is 57.5 cents per mile. The relocation mileage rate for 2015 is 23 cents per mile.


Electronic Travel and Reimbursement System

Contact Administrator:  Accounts Payable Travel and Expense

Login:  Electronic Travel and Reimbursement Module

Login:  Work Flow

Instructional Video:  Electronic Travel and Reimbursement and Workflow 

Instructions:  Electronic Travel and Reimbursement

Instructions:  Approving in Workflow

Instructions:  Correct Report Date and Name in Module

Instructions:  Module Errors Messages

Last Updated: 6/26/15