Reimbursements – All USC employees have access for processing reimbursements through the Travel & Expense Portal powered by Concur.
Through the Travel & Expense Portal, employees are able to book travel and request reimbursements for faculty, staff, students, and university guests. Visit the USC Business Services website Travel & Expense section for guidance and reimbursement policies.
Visit the Travel & Expense Training website for trainings in TrojanLearn.
Booking Travel – Complete Guide
- To book travel, click on the Request tab
- Click on, New Request
Expense Reports – Complete Guide
- To start a reimbursement, click on Expense tab
- Click on, Create New Report
Selecting a Report Type for your Expense Report
When you create a new expense report, the Report Type defaults to Employee Travel. Select the appropriate Report Type according to who is receiving the reimbursement.
The Employee Travel and Employee Non-Travel reports are used when:
- an employee paid for his/her own business expense using personal funds and is requesting reimbursement; or
- an employee charged business expenses to a USC Travel Card for him- or herself, another employee, or a non-employee (e.g., guest or student who is not owed a personal reimbursement), and is reconciling charges.
The Guest or Student report is used when:
- a guest or student of the University used personal funds to pay for travel- or non-travel-related business expenses and is authorized to receive reimbursement; and
Note: The name and payment address of the guest or student is entered directly into the expense report; therefore, the individual does not need to go through the supplier onboarding process.
Entering the Account Number
Before entering the Account Number on the expense report, click the filter/arrow to choose your method of entry. The default search method is Text.
- Text (Name of Account; e.g., Purchasing Services)
- Code (Numerical Convention of Account; e.g., 1102070010)
Expense reports must have a detailed business purpose. Include dates, conference/event name, expense type, location, and guest names if applicable (example: Travel to New Orleans, LA for Gerontological Society of America Conference – 11/1/16 – 11/4/16). You can also use the Comment box when adding expenses to enter a business purpose.
Selecting Expense Types
These are the expense types and subtypes you will use when itemizing expenses. Check out the Expense Type list for appropriate coding. Always select an expense type that is closest to your expense. Selecting a Miscellaneous expense type will be flagged out for VP approval (the Dean).
If you are claiming an expense that includes additional people, make sure you are adding the amount of attendees. For example: Claiming a meal for more than yourself, select an Expense Type that includes Group Meals & Events such as will allow you to enter additional attendees by name or event. Select:
- Group Meals/Entertainment <10 Attendees – create a new attendee to enter the name of each attendee
- Group Meals/Entertainment 10+ Attendees – create a new attendee with the type ‘Group’ and enter the event name. This will allow you to enter an attendee count.
Receipts must be itemized and include payment method used and billing information (example: Visa ****1234). Bank statement may not be used in lieu of receipt. Please fill out a Missing Receipt Declaration Form.
University Maximum Rates – Updated 4/19/2019
Check the university Business Services website for most up-to-date Maximum Rates
Check with your supervisor for grant or program maximum rates
|Actual Lodging Limit
|Actual Meal Limit
|Lodging and/or Meal Allowance (domestic and international)
|U.S Department of State
|Personal Vehicle Mileage Limit (2019)
International Visitor Reimbursement
International visitor reimbursements that require wire payments will be handled on the Disbursement Voucher (DV) in Kuali https://kuali.usc.edu/. Below are the steps:
- Payee needs to be set up as a DV Supplier via the USC Supplier Portal.
- Department will initiate a Disbursement Voucher (DV) in Kuali for the reimbursement wire payment.
- In addition to the required field the department must ensure that the DV has the following:
Payment Reason Code: V-Other
b. Payment Method: W – Wire Transfer
c. Business Purpose: International Wire Transfer for Reimbursements
d. Foreign Wire Transfer: Complete this section with payee’s wire information.
e. Notes and Attachments: Itemization of expenses in the Note Text field and attach all receipts.
Account and Object Codes
- Contact the Business Office to provide you with your account/s.
- Most common object codes for reimbursements are the following:
- 15100 – GENERAL/PROJECT SUPPLIES
- 15140 -M&S LABORATORY EXPENSE
- 18100 – DOMESTIC TRAVEL
- 18200 – FOREIGN TRAVEL
- 20100 – UNIVERSITY SERVICES
Please visit the university’s Business Services website for detailed information on reimbursements, purchases and forms needed https://businessservices.usc.edu/