Employees

Hotels

Q: Can phone calls and internet charges be reimbursed?

A: Phone calls and/or internet charges can only be reimbursed (employee travel only) if the expenses were for a UAB business purpose. This explanation must be included on the travel reimbursement form.

Q: What kind of hotel bill should be provided with an employee travel reimbursement?

A: A detailed/itemized hotel bill should be included with all travel reimbursements where a hotel cost is being claimed. The receipt must substantiate the bill was indeed paid in full by the traveler.

Q: Is a Fast Check-Out or Folio statement sufficient for a lodging receipt?

A: No. A hotel bill must show a zero balance paid by the traveler. The fast check out statement is not sufficient because the bill does not indicate the method of payment nor does it indicate that the full amount of the room has been paid. If the traveler chooses to use a Fast Check-Out, they should have the hotel mail, email, or fax the final itemized bill to be attached to the travel voucher.

Q: Can all other hotel expenses (parking, room service, tips, etc.) be combined and included under the hotel room charges?

A: No. When completing the travel reimbursement form, all expenses should be separated. For example, if a $6 parking fee is included on the hotel bill, it should be placed in the Miscellaneous section of the travel form. Meals/room service should be claimed in the Meals section of the travel form.

Q: How can a traveler be reimbursed for the entire amount of the hotel charges when a deposit has been paid? Do I show the method of payment for the deposit?

A: The hotel deposit can be reimbursed by either:

  1. Claiming the full amount of the nightly room cost or
  2. Deducting the deposit amount out from the nightly expenses and indicating it under the Miscellaneous column on the travel form.

Please note that the full cost of the room and the hotel deposit cannot be reimbursed on the travel request. Documentation must also be provided that shows the method of payment for the hotel deposit.

Q: Can safe fees be reimbursed?

A: Yes. If the safe fee is automatically charged by the hotel to the traveler, then we will reimburse them for the expense. If it is optional and they have obtained it, then it is considered a personal expense unless a UAB business purpose is provided for the safe's use.

Q: Are resort fees reimbursable?

A: Resort fees are not reimbursable unless the fee is mandatory or automatically charged to the individual, in which case written justification must be included as back-up documentation.

Meals

Q: Can I round the cost of the meals to the nearest dollar?

A: No. UAB can only reimburse the actual cost of the meal up the applicable limits. See Employee Out-of-State Travel for more information.

Q: Are snacks reimbursable?

A: No. The state only allows reimbursement for three meals a day. If food/drink (dessert, coffee, etc.) is consumed within an hour of an already paid for meal, the additional expense can be combined and treated as one meal. If the food/drink is consumed after an hour, we are required to treat that as a snack which is not reimbursable.

Q: Are receipts required for meals while in travel status?

A: No. Receipts should NOT be imaged into Optidoc. However, departments should always ask for the original receipts for verification that the amount being requested for reimbursement is the actual cost and return the receipts to the traveler.

Q: What do I do if I don't have an itemized receipt for my meal and wish to be reimbursed above the UAB appropriate meal caps? OR How do I reimburse meal expenses when one individual pays for multiple UAB diners and the amount is over the appropriate meal cap when there is no itemized receipt?

A: If the traveler is claiming reimbursement for a meal over the appropriate meal cap and has exhausted every means of obtaining a copy of the itemized receipt, you may produce a memo that has to be approved by the School Dean. The information on the memo should include:

  1. reason why the receipt was not obtained,
  2. the purpose of the meal,
  3. meal attendees and,
  4. a certification that no alcohol was included.

Once approved by the Dean, the memo can be included in the backup documentation that is to be submitted for approval. Note that the names of all UAB employees and their corresponding payment request numbers should be noted on each of the associated reimbursements to ensure that the other diners are not requesting reimbursement for the same expenses.

Q: What do I do if a traveler pays for multiple diners while in out of state travel status and one or more of them is not a UAB employee?

A: Meal expenses that include persons outside UAB would be considered entertainment and should not be claimed as part of the travel expense. The entire meal should be reimbursed using the Entertainment payment type with object code 8351020 (Business Meals) from a GL account. The non-UAB person's meal can only be covered if there was a legitimate UAB business purpose. An itemized receipt IS required for reimbursement of business meals.

Q: What do I do if a traveler pays for the meal of a non-UAB employee while in intra-state travel status?

A: The traveler is entitled to the applicable per diem based on the length of the trip. The non-UAB person's meal would be processed as entertainment (8351020) from a GL account assuming that there is a legitimate UAB business purpose for the meal. An itemized receipt is required to document the cost of the non-UAB person's meal.

Meals Covered by Conference

Q: Meals were covered by the conference registration fee. If the traveler purchases another meal, will they be reimbursed for this expense?

A: No. If the traveler attends a conference where meals are provided and a registration fee has been paid, then that payment cannot be duplicated. For example, if the conference provides lunch daily, the traveler is expected to partake of these meals and not dine on his/her own. If the traveler chooses to eat somewhere else, that expense will be considered a personal one and should not be claimed on the travel reimbursement.

Q: If the traveler paid for the registration fee that included meals, could they be reimbursed for any additional meals then?

A: If the traveler lists the registration fee as an expense that is to be reimbursed by UAB, then they still cannot claim any additional meals.

Q: If the traveler has food allergies and cannot eat the meal that is being provided by the conference, can they be reimbursed for purchasing another meal elsewhere?

A: If the traveler has food allergies, a doctor's statement with a listing of the allergies of the traveler and a copy of the menu from the conference must be submitted to be considered for reimbursement.

Restaurant Meals

Q: Does the Event Pre-Approval requirement apply to complete an Event Pre-Approval form for business meals?

A: No.

Q: Are restaurant meals involving individuals outside of UAB considered to be entertainment?

A: Yes. Object code 8351020 "Business Meals" should be used.

Q: Can a restaurant meal involving only UAB employees be reimbursed if it was a breakfast/lunch/dinner meeting?

A: No. If a meal involving only UAB employees takes place off campus, the presumption will be that the primary purpose was to eat, rather than to conduct UAB business. Such types of expenses are considered unallowable by the State of Alabama Examiner's Office and can't be paid with UAB funds.

Q: How do I reimburse a UAB employee when he/she pays for multiple diners at a business meal and there is no itemized receipt?

A: An itemized receipt is always required, regardless of the cost of the meal. However, if the employee has exhausted every means of obtaining a copy of the itemized receipt, you may produce a memo that has to be approved by the School Dean. The information on the memo should include:

  1. reason why the receipt was not obtained,
  2. the purpose of the meal,
  3. meal attendees and,
  4. a certification that no alcohol was included. Once approved by the Dean, the memo can be included in the backup documentation that is to be submitted for approval.

Transportation

Q: What mode of transportation should be used?

A: The mode of transportation used should be the most economical one that is obtainable under the circumstances of the travel involved, as well as the most practical and in the best interest of UAB.

Q: Can UAB pay for my airline ticket before I travel?

A: Yes. Employees can use Adventure Travel's (ADTRAV) UAB Airline Ticket Requisition process to purchase their tickets for UAB employee business travel. Please note that ADTRAV must receive the PO within 24 hours of booking or the seat will be lost.

Q: Can employees choose to pay for their own airfare?

A: Yes. If the employee chooses not to obtain airfare through ADTRAV, they can purchase it personally, they but can only be reimbursed after travel.

Q: Can I use frequent flyer miles or credits towards UAB travel and be reimbursed for up to what the ticket would have cost had I purchased it?

A: No. UAB employees should never use frequent flyer miles or credits towards official UAB business travel. UAB can only reimburse out of pocket expenses. Since frequent flyer miles were awarded due to prior travel, UAB can't reimburse an individual for the use of them. All UAB business travel airline tickets should be purchased either with a PO through ADTRAV or paid personally by the traveler.

Q: Do I have to work with an ADTRAV travel agent to secure airline tickets? The fee they charge is too expensive.

A: No. UAB employees have the option of using the online airline ticketing system, E-Rez. This web-based reservation system is similar to Expedia, Orbitz, etc. and will provide the lowest available prices at the time of booking. The fee for using this service is $15. Note that ONLY UAB POs can be used with the system. You cannot use it to book personal travel or pay for the trip with a personal credit card. A PO must be received by ADTRAV within 24 hours of booking. It is NOT recommended that you use this system during the weekend as that will count towards the 24 hours.

Q: Do travelers need to provide a detailed itinerary with proof of payment for the airfare?

A: Yes. We must ensure that the method of travel chosen was the most economical method (class of ticket, etc.).

Q: Can an employee fly first/business class?

A: No. Generally employees are required to fly via the most economical (Coach/Tourist) means. First/Business Class airfare is generally unallowable, unless documentation is attached justifying that it was necessary for medical reasons or because reasonable alternatives were clearly not available. The employee must submit a detailed explanation for this matter.

Q: How many checked bags can I be reimbursed for?

A: UAB will reimburse for two checked bags with appropriate receipts. If the trip is longer (four or five days or more), then UAB can reimburse for three bags. In addition, UAB can cover excess bags if they contain UAB materials being transported. Documentation should be provided indicating what these items are and why they are being transported.

Q: Should the pre-approved airline ticket expense be recorded on the travel reimbursement form?

A: It's important that we list all expense(s) related to the travel. There is a section located in the lower right-hand corner of the travel voucher to list the "prepaid expenses". This would include the cost of the airline ticket that was prepaid.

Q: Do I need to give reasons for flight changes?

A: Yes. For flight changes appropriate documentation should include why the flight was changed (bad weather, conference was moved to another date and time, medical emergencies, etc).

Q: Can the use of rental cars be reimbursed?

A: Yes. The cost of a rental car may be reimbursed if there is a UAB business purpose, and it is more economical, and ground transportation is impractical to utilize. The original receipt and proof of payment must be included in the traveler reimbursement. The documentation must also clearly state the business reason for renting the car as opposed to using public ground transportation.

Q: If a rental car is used, can a traveler also be reimbursed for mileage?

A: No.

Q: Is insurance on a domestic (within the United States) car rental allowable?

A: No. Insurance is not allowed on domestic rental cars. According to UAB's Risk Management Department, UAB now has liability and physical damage coverage for business travel inside the United States. Therefore, UAB will not pay or reimburse for such coverage from the rental car company for UAB business travel inside the United States (unless the traveler is a volunteer or recruit).

Q: Is insurance on a foreign (outside the United States) car rental allowable?

A: Yes. UAB will pay or reimburse for coverage from the rental car company for UAB business travel outside the United States. Please note that in such cases, failure to purchase such coverage for UAB business travel outside the United States may result in the traveler becoming personally liable.

Q: Are rental car upgrades allowed?

A: Upgrading a rental car used for UAB business travel is not allowed. Examples include: SUVs, minivans, cargo vans, trucks, navigation systems, etc.

Q: Are taxi/shuttle costs allowable?

A: Reasonable ground transportation costs are allowable only if the trip was necessary for UAB business and there is no other economical form of transportation available. The traveler must include all receipts greater than $25 (including tip) for public transportation along with the travel request, and they must clearly indicate the departing and destination points (ex. taxi to the airport from the hotel).

Q: Can a traveler be reimbursed for taxi/shuttle costs to and from a restaurant?

A: UAB cannot reimburse for the utilization of a taxi, shuttle, bus, etc. to and from a restaurant if there is a restaurant in the hotel where the traveler is staying or if there are restaurants within practical walking distances of the hotel.

Q: Can a traveler be reimbursed for the total cost of ground transportation if they paid for other individuals?

A: If an employee pays the ground transportation fare for more than one individual, the documentation must include the other parties name and payment request number (if getting reimbursed) clearly in the backup documentation.

Foreign Travel

Q: What is considered to be foreign travel?

A: Foreign travel is considered to be any UAB-related travel outside of the United States, the United States territories and possessions (American Samoa, Guam, Northern Mariana Islands, U.S. Virgin Islands, Puerto Rico) and Canada.

Q: Should a Foreign Travel Approval Form be submitted prior to incurring any foreign travel expenses?

A: Yes. A Foreign Travel Approval Form should be completed and approved prior to any commitments and/or reimbursements made for that trip. The Foreign Travel Approval Form should also be included with the traveler's backup documentation for reimbursement after the trip.

Q: Can a traveler choose any airline they wish?

A: That depends. If the account paying for the expense is a GL or non-federal project, any airline may be used to secure the ticket. However, if federal funds will be used to pay for the ticket, the traveler must use a US air carrier for all legs of the trip OR a foreign carrier that has a code share agreement in place to comply with the federally mandated Fly America Act. The tickets must be issued with the American carrier designation in order to be in compliance with the Fly America Act. Exceptions to Fly America must be documented and approved in advance. Note, however, that the cost of the ticket is never an allowable exception to this law.

Q: Are there limits to the amounts I can request for meals while in a foreign country?

A: Receipts are not required for reimbursement of actual costs of meals up to the amounts below.

  • $25 for breakfast
  • $50 for lunch
  • $75 for dinner

However, travelers will be reimbursed for actual costs greater than these amounts when an itemized receipt is provided to document the expense.

Q: What do I do if I don't have an itemized receipt for my meal and wish to be reimbursed above the UAB appropriate meal caps?

A: If the traveler is claiming reimbursement for a meal over the appropriate meal cap and has exhausted every means of obtaining a copy of the itemized receipt, you may produce a memo that has to be approved by the School Dean. The information on the memo should include: (1) reason why the receipt was not obtained, (2) the purpose of the meal, (3) meal attendees and, (4) a certification that no alcohol was included. Once approved by the Dean, the memo can be included in the backup documentation that is to be submitted for approval.

Q: What do I do if a traveler pays for multiple diners and one or more of them is not a UAB employee?

A: Meal expenses that include persons outside UAB would be considered entertainment and should not be claimed as part of the travel expense. The entire meal should be reimbursed via an Entertainment/Business Meal template from a GL account.

Q: How should the foreign currency conversion rates be included on the travel reimbursement?

A: The traveler should convert foreign currency to US Dollars and state the exchange rate on the travel form as well as listing it on the receipt. Online currency converter.

Q: What object code should be used for foreign travel reimbursements?

A: Employee foreign travel should be posted to object code 8301040.

Q: Can a traveler be reimbursed for a passport?

A: No. Passports are considered a personal expense and are not reimbursable.

Q: Can a traveler be reimbursed for a visa or immunizations?

A: The cost of visas or immunizations required for a UAB business purpose may be allowable. Those costs include the cost of the visa, pictures required for the Visa, expedited fees, and shipping costs required to obtain the visa. There are many service providers available online that allow a cost effective and expedient means of securing a visa. Note that documentation should be provided to establish the UAB business purpose for the visa (itinerary, conference program schedule, e-mail from research collaborator, etc.).

Q: Are they any costs associated with foreign travel that can be reimbursed prior to the trip?

A: UAB will allow individuals to be reimbursed for some non-refundable expenses prior to the travel occurring. The costs associated with securing required visas and immunizations for entry into the foreign country can be reimbursed prior to the trip. These costs must be reimbursed on a travel requisition.

Guests

Q: What is the definition of a UAB guest?

A: A guest is any individual that is visiting UAB in the following capacity:

  1. guest speaker
  2. recruit
  3. volunteer

While all of the above individuals are considered guests, there are separate reimbursement forms and object codes depending on the status/definition of the individual.

Q: Can UAB prepay for lodging expenses of UAB guests?

A: Yes. In order for UAB to pay for the lodging expenses, departments should initiate a hotel purchase order in Oracle with the approved hotels. The purchase order can only cover the standard room rate and associated taxes. Incidental expenses are the responsibility of the guest and can be reimbursed on the travel requisition.

Q: What if the hotel that the guest wishes to stay at is not on the approved list?

A: If the hotel is not on the approved list (see link above), UAB must enter into a contractual agreement with them in order for us to direct pay the hotel. If that does not occur, the individual must pay for the expense personally and be reimbursed for the expense on their travel requisition.

Q: Can UAB prepay for airfare expenses of UAB guests?

A: Departments can work directly with Adventure Travel to secure coach-class airline tickets for guests using the Airline Ticket Requisition. If the guest secures their own reservations either online or with another travel agent, they can only be reimbursed after their trip on their travel requisition.

Q: Can guests fly business/first class?

A: No. Only coach-class tickets can be reimbursed regardless of who pays for the ticket.

Q: How will guests keep track of their expenses while in Birmingham?

A: An expense tracking form has been created. The link to this form should be provided to the guest prior to their arrival which will allow them to keep track of all eligible travel expenses. All expenses should be noted and signed by the traveler and given to the departmental administrator along with all appropriate receipts so that the department can process the non-UAB prepaid reimbursement expenses via the Oracle Payment Request System. The traveler will not be required to sign the Oracle generated form, but the Guest Form will need to be submitted as backup into Optidoc. Note that the amounts on the Guest Travel Form must match the Oracle Guest Travel template.

Q: What paperwork must be processed to get prior approval for guests to visit UAB?

A: In the case of volunteers and recruits, no prior approvals are required. However, if the individual is a guest speaker and will be receiving any form of compensation, a Personal Services Form must be completed AND a Guest Speaker Agreement must be routed through the University Contracts Office IF the honorarium to be paid will be $2,500 or more. Object code 8602510 should be used to pay honorariums to guest speakers.

Q: Are receipts required for reimbursement?

A: Yes. Receipts are required for all reimbursements (except for UAB prepaid airfare and hotel rooms unless there are incidentals associated with the hotel such as meals, internet charges, etc).

Q: Can a UAB faculty member pay for meal expenses when the guest is taken to dinner?

A: The State Examiners generally consider meals at restaurants as entertainment and not reimbursable. However, if the meal involves an external party AND it was the only time that UAB employees could meet with the visitor, the cost of the UAB employees' meals can be covered. Note that these expenses are rarely allowed on grant accounts and should be paid from state (GL) accounts unless Grants Accounting has specifically allowed the expense. An agenda/itinerary should be provided to substantiate the true business purpose of the meal as well as the names of all of the diners and their relationship to UAB. Refer to the Entertainment policy for more information.

Q: Can alcohol ever be reimbursed?

A: No. Alcohol or related costs (tax, tip, corkage fees, etc.) can never be reimbursed from UAB funds.

Q: Can phone calls/internet use be reimbursed?

A: If the expenses are made on behalf of UAB business, these expenses can be reimbursed on the travel requisition as a miscellaneous expense.

Q: Is a rental car allowable for UAB guests?

A: That depends on the situation. In many cases guests are picked up and escorted by UAB faculty. IF there is a true business purpose for the necessity of a rental car, it can be allowed (full size car or smaller) with proper justification.

Q: What object code should I use to reimburse guest speaker travel expenses?

A: Object code 8602599 should be used for all guest speaker travel expenses (including Hotel POs and airline tickets secured through Adventure Travel) on the GUEST_SPEAKER_TRAVEL payment type in Oracle.

Q: What object code should I use if I am paying a guest speaker an honorarium?

A: Object code 8602510 should be used on the GUEST_SPEAKER_FEES payment type in Oracle.

Independent Contractor Travel

Note: Please refer to frequently asked questions under the independent contractor travel section related to travel issues that are not listed below.

Q: Who are individual independent contractors?

A: Individual independent contractors are people who operate as individuals, sole proprietors of businesses, or owners of an unincorporated business or personal corporations who works for UAB in exchange for compensation.

Q: What kind of expense does the Independent Contractor Travel request apply to?

A: It applies only to specified meals, lodging, and transportation travel costs that are directly attributable to business travel for UAB. If a contract has been executed between UAB and the independent contractor, the travel must be specifically noted (e.g., In addition, reasonable travel expenses will be reimbursed) or the travel will have to be included as part of the fee unless the contract is amended to include the travel expenses.

Q: Can an independent contractor be paid for travel expenses before a trip has occurred?

A: No. Request for reimbursement has to be made after the trip.

Q: Are there any independent contractor expenses that UAB can pay directly?

A: Yes. Departments can secure local hotel rooms for independent contractors with a specially-worded hotel purchase order.

Q: Does the 60-day rule apply to contractor travel?

A: No.

Q: What needs to be done in order to request reimbursement for contractor travel after 60 days?

A: For contractor travel requests initiated beyond 60 days after the travel has occurred, you will need to:

  1. Receive written approval by the Dean of a school (if payment is to be made from a school), Hospital Finance (if payment is to be made from the hospital), or the applicable Executive (if payment is to be made from neither a school or the hospital).
  2. Please note that after 60 days the reimbursement will no longer be considered contractor travel, but rather a contractor fee, which is 1099 reportable.

Q: Can the travel reimbursement after 60 days still be process by a payment request?

A: Yes, but it will have to be processed as part of the contractor's fee.

Q: Can independent contractors be reimbursed for mileage?

A: Yes. Reimbursements to contractors for mileage will adhere to the federal mileage allowance.

Q: Can estimated travel costs or per diems be reimbursed to independent contractors?

A: No. Individual independent contractors can only be reimbursed for actual incurred costs with itemized receipts.

Q: Are receipts required for independent contractor expenses?

A: Yes. Original receipts are required.

Q: Can independent contractors be reimbursed for costs that they incurred for other individuals?

A: No.

Q: Can I reimburse an independent contractor for the purchase of supplies/incidentals related to their work for UAB?

A: There are two mechanisms in place to reimburse individuals classified as Independent Contractors (consultants, guest speakers, etc.-as determined from review of the Personal Services Authorization Form). We can pay an individual for their service (1099 reportable) and/or we can reimburse them for travel expenses per UAB's accountable travel plan. Any expenses NOT covered under UAB's accountable travel plan (which includes transportation, lodging, meals, business phone calls/internet) must be paid to the independent contractor as part of their fee. As an independent contractor, incidental expenses (supplies, copy charges, etc.) related to the "work" they are doing for UAB can be claimed as a business deduction when they file their income taxes. We are not able to reimburse them through Accounts Payable for these kinds of expenses.

Q: An NIH employee will be visiting UAB to give a talk. How can I reimburse him/her for their expenses?

A: The NIH prohibits its employees from acting as independent contractors. In addition, the speaker can't be paid an honorarium. All travel expenses must be covered from non-federal funds. The NIH usually requires direct payment via invoice to UAB. Departments wishing to engage NIH employees should route a simple agreement through the Contracts Office prior to the speaker's visit to UAB in order for payment directly to NIH.

Other

Q: How many extra days (from conference start and end date) do I get to travel to a conference?

A:

  • Domestic Travel: up to one day
  • Overseas Travel: up to two days

Q: Who is allowed to travel for UAB Business?

  • Employee: If you have an employee number, you can travel as an employee.
  • Volunteer: A volunteer is an individual that performs a service for UAB who receives no compensation from any source for the service performed.
  • Recruit: Prospective employees can travel to UAB, paid by UAB with proper approval.
  • Trainee: Individuals who are either: 1) receiving monthly fellowship payments under an active fellowship assignment or 2) properly identified as trainees on a sponsored training grant.
  • Student: Note — If the travel has no relation to a course requirement but is instead just for educational development and they are receiving no form of compensation from any source, the travel should be processed as Volunteer Travel.
  • Independent Contractor: Individual independent contractors are people who operate as individuals, sole proprietors of businesses, or owners of an unincorporated business or personal corporations who works for UAB in exchange for compensation.
  • Guest: A guest is any individual that is visiting UAB in the following capacity:
    • guest speaker
    • recruit
    • volunteer

Note: While all of the above individuals are considered guests, there are separate reimbursement forms and object codes depending on the status/definition of the individual.

Q: How long do I have when reimbursing an employee for travel?

A: See the 60 Day Rule FAQs.

Receipts

Q: When paying a company, can a statement report suffice as proper documentation?

A: No, you must submit an invoice for proper documentation.

Q: What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid in cash?

A: An original register receipt or an original vendor invoice/ticket indicating that it was paid in cash needs to be provided.

Q: What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid by check?

A: If payment is by check, a copy of the cancelled check will suffice, along with the original vendor invoice/ticket. Please be sure not to conceal the encoded confirmed payment amount that appears in the lower right-hand corner of the check, as this is an indicator that the check has actually been paid/cancelled.

Q: What needs to be submitted if a copy of the cancelled check is not available?

A: If a copy of the cancelled check is not available, a copy of either the paper bank statement or online banking records indicating the payer's name and the specified payment circled can be submitted.

Q: Can I conceal my account number on my banking statements if I am not comfortable with having it displayed?

A: Yes. This information may be blackened out with a marker.

Q: What needs to be provided for proper documentation if an individual needs to be reimbursed and they paid by credit or debit card?

A: If payment is by credit or debit card, a receipt that indicates the cardholder's/payer's name along with the original vendor invoice/ticket must be provided.

Q: What needs to be submitted if the actual credit or debit card receipt isn't available?

A: If the receipt isn't available, a copy of the paper or online card account statement may be submitted that indicates the cardholder's name and the specific charge circled.

Q: Can I conceal my account number on my credit or debit card statement if I am not comfortable with having it displayed?

A: Yes. This information may be blackened out with a marker, but the cardholder's name, vendor's name and the transaction date and amount must still remain visible.

Q: What is supposed to be submitted as documentation if the cardholder's name doesn't appear on the receipt?

A: You must submit:

  1. The receipt that displays at least the last four digits of the account number, and
  2. A copy of a recent account statement that displays the cardholder's name and the last four digits of the credit card account number.

Students

Q: How do I reimburse a student for travel expenses when their only Oracle classification is "student"?

A: In order to determine the proper method of reimbursement, the capacity in which the student is traveling must be determined. IF the student is traveling as a requirement for a UAB course they are enrolled in for academic credit, the travel is related to their course work and must be reimbursed as a Scholarship/Fellowship payment. IF the travel has no relation to a course requirement but is instead just for educational development AND they are receiving no form of compensation from any source, the travel should be processed as Volunteer Travel. A New Supplier Request Form accompanied by a W9 would be required to set them up in Oracle as an "individual" supplier.

Q: If a student has both an employee and student supplier number in Oracle, how do I know which one to use to reimburse for travel expenses?

A: The capacity in which the student is traveling must be determined. For example, many times students are coded as 06 Student Employees in addition to being a student. IF the travel is related to their student job or other travel performed at UAB's request that is not class-related, the travel would be considered Employee Travel and the employee supplier number should be used. IF the travel is a requirement for a course in which they will receive a grade, the travel must be reimbursed as Scholarship/Fellowship using their "student" supplier number.

Trainees

Note: Please refer to frequently asked questions under the trainee travel section related to travel issues that are not listed below.

Q: Who are trainees?

A: Individuals who are either:

  1. receiving monthly fellowship payments under an active fellowship assignment or
  2. properly identified as trainees on a sponsored training grant.

Q: If a trainee who has multiple roles or assignments in relation to UAB travels, is it always considered trainee travel?

A: No. A distinction must be made before the trip as to the role in which the trainee travels. If the trainee is not traveling in the trainee role, then the "trainee travel" classification should not be used.

Q: Can estimated travel costs or per diems be reimbursed to a trainee?

A: No. Trainees can only be reimbursed for actual incurred costs. Note that receipts are required for all expenses (including meals) and that meals will only be reimbursed up to the cap amounts as noted in Employee Travel.

Q: Are receipts required for trainee travel expenses?

A: Yes.

Q: Can trainees be reimbursed for costs that they incurred for other individuals?

A: No.

Q: Can trainees be reimbursed for phone calls?

A: No, unless the trainee can document that the calls were directly related to his/her traineeship project.

Q: Can a trainee be reimbursed for conference registration fees?

A: Yes, as long as proper documentation is provided that shows that the trainee and not UAB paid for the expense. Conference brochures and/or registration forms that clearly identify the applicable costs are also required as proper documentation.

Q: Will UAB pay for a trainee's conference registration fees in advance?

A: Yes, if paid directly to conference.

Q: What object code do I use to reimburse a trainee for conference registration fees?

A: The trainee travel object code 8302030 should be used.

Volunteers

Note: Please refer to frequently asked questions under the volunteer travel section related to travel issues that are not listed below.

Q: Who is a volunteer?

A: A volunteer is an individual that performs a service for UAB who receives no compensation from any source for the service performed.

Q: Are reimbursements for volunteers taxable?

A: No.

Q: What object code should be used for a volunteer's travel costs?

A: Object code 8302050-Volunteer Travel should be used.

Q: What kind of documentation is required for volunteer travel reimbursement?

A: Original receipts are required for all expense reimbursement items other than tips.

Q: Can volunteers be reimbursed with per diems?

A: No. Volunteers must be reimbursed for actual expenses only.

Q: Can volunteers be reimbursed for expenses incurred on behalf of someone else?

A: No.

Q: Can volunteers be reimbursed for the purchase of alcoholic beverages?

A: No.

Q: Can volunteers be reimbursed for mileage?

A: Yes. Mileage reimbursements must be based upon the current federal mileage rate.

Q: Can Adventure Travel be used to secure airline tickets for a volunteer?

A: Yes. Please make sure that the traveler is indicated as a "non-compensated volunteer."

Q: Can volunteers be reimbursed for business phone calls/internet access?

A: Yes, if a business purpose is provided.