Travel reimbursement process

Process narrative

  1. At the completion of a trip, the traveler submits to the BRC all required documents which include: approvals, original receipts, and BRC form (or an equivalent) to initiate the Travel Reimbursement Process.

  2. The travel reimbursement submission is date stamped, logged, and compliance-checked by the BRC proxy. The compliance checklist includes: pre-approvals; name of traveler and dates of travel; business purpose; department code and FAU to be charged; departmental authorization; original receipts; inclusion of all components of travel (air, transportation, lodging, meals, etc.); and compliance with policies.

  3. If the submission does not pass the compliance check, the BRC proxy works with the traveler or department contact to resolve the issue and advises them as to what actions are needed to perfect the claim.

  4. If the submission passes the compliance check, the BRC proxy enters the travel expense information into Express to create an expense report for the traveler. Express has been programmed with business rules that help ensure compliance with the University’s policies. If additional documentation or explanations are required under the business rules, the BRC proxy will work with the traveler or department contact to obtain the necessary information.

  5. Once all travel expense information has been entered in Express, the BRC proxy submits the expense report to the traveler.  The BRC proxy prints a cover sheet and faxes the receipts and other documentation to the Express server. The expense report documentation is retained in the BRC for future matching with the PAN payment notice and ledger reconciliation.

  6. The traveler receives the expense report via e-mail, which connects him or her to the report via a link to the Express system. If the information is complete and correct, the traveler submits/approves the expense report. The traveler’s submission/approval of the expense report generates an e-mail to the pre-designated BRC reviewer.

  7. The BRC reviewer reviews the expense report and supporting documentation in Express for accuracy, completeness, and compliance with policy. If the BRC reviewer identifies issues with the expense report, the expense report is rejected. The traveler must work with the BRC proxy to correct the issue and resubmit the expense report. If no issues are identified, the BRC reviewer approves the expense report, submitting it to UCLA Travel Accounting.

  8. UCLA Travel Accounting conducts a final review of the expense report. If issues are identified, the expense report is rejected and the BRC proxy works with the traveler to resolve the issue and resubmit the expense report. If no issues are identified, UCLA Travel Accounting approves the expense report and a payment is issued to the traveler/corporate card.

  9. The traveler receives a PAN e-mail to expect a reimbursement. The BRC mandatory reviewer and proxy also receive a copy of the PAN, print this notification, and match it with the expense report documentation. The transaction is marked as “completed” in the log.  The documentation is filed to be used in the ledger reconciliation process.