Reimbursements

Note: Reimbursement of out-of-pocket expenses is limited to qualified and approved travel expenditures incurred while conducting university business that could not reasonably be paid using a university payment method. Reimbursement requests MUST include a strong business justification explaining why a university payment method was not used, and why the expense was paid out of pocket.

General Reimbursements

Employees who made a university purchase with their personal funds and are seeking reimbursement should use the Travel & Expense system to make their reimbursement requests. *Employees can set up delegates to assist them with this process.  

• If the reimbursement is related to University Business Travel - be sure to follow the guidelines for the Travel Expense Report.
• If the reimbursement is not related to Travel - use the Non-Travel Expense Report.

How To Request Out-of-Pocket Reimbursement:  

1. Log in to UAccess and navigate to Travel & Expense: 
2. Select Create Expense Report.

3. Under Report Type, choose Non-Travel Expense Report and complete the required fields.

   *If you have trouble locating the account number, use the dropdown menu to select Either, then type the account number. 

4. Upload your receipt.
5. Click on the transaction and complete the required expense details, then save expense.
6. To allocate expenses between multiple accounts:
   • Select Allocate located under details  
   • Click Add on the left side.
   • Add the accounts you would like to allocate expenses, then enter the percentages or amount.
7. Save your expense and submit the report.

*For micro-training purposes, please watch the Non-Travel Expense Report training.

Updated: 08/12/26