To ensure compliance and minimize processing delays, please review the following requirements when submitting expense reports.
Detailed Business Purpose
All reimbursement requests must include a clear, detailed business purpose that explains how the expense relates to University business. A general statement such as "attended conference" or "business meeting" is not sufficient. When providing a business purpose, be sure to address the who, what, when, where, and why:
- Who: Who attended or was involved?
- What: What was the purpose of the activity or expense?
- When: When did the activity take place?
- Where: Where did the activity occur?
- Why: Why was the expense necessary, and how does it benefit the University?
Example: "Attended the 2026 Higher Education Finance Conference in Indianapolis, October 5–7, to participate in sessions on financial compliance and internal controls relevant to my responsibilities in the Controller's Office."
Conference, Training, and Meeting Attendance
Travelers must attach at least one of the following documents to substantiate attendance:
- Conference or training agenda
- Name badge provided at the event
- Certificate of completion
- Event promotional materials if serving as a speaker or presenter
Additional Documentation Requirements
All reimbursements must include itemized receipts, proof of payment, and applicable travel-specific documentation, such as hotel folios, airline itineraries, or mileage maps. Travelers and delegates are encouraged to review the ‘Documentation Requirements Chart’ before submitting expense reports in Emburse Enterprise to ensure all required supporting materials are included.
Providing complete documentation at the time of submission helps reduce follow-up requests, avoid processing delays, and ensure compliance with University policies and audit standards. Thank you for your cooperation and commitment to responsible stewardship of University resources.