Travel Reimbursement:
- Please enter your post-trip information.
- Ensure you have your relevant receipts ready for upload. Multiple receipts must be uploaded at the same time. To do this, hold "Ctrl" + click.
- If you attended a conference, a PDF of the conference or meeting agenda is required
- IMCI Staff will process in Chrome River and you will receive an email to approve. Please email imci-grants@uidaho.edu with any questions or concerns.
Travel reimbursement. The DFA practice to allow partial reimbursement before the trip happens is no longer permitted per state finance audit, but the relevant policies were not updated when the practice changed. Anyone incurring advance travel expenses is strongly encouraged to ask for and use a P-card for that purpose. Anyone who has unpaid charges because they relied on the old practice and expected a partial reimbursement should reach out directly to Brian Foisy or Rob Akhnoukh (brianfoisy@uidaho.edu, rakhnoukh@uidaho.edu), and will receive assistance on a one-at-a-time basis in this interim period.
Accounts Payable Policy Reminders
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Policy Update for Conferences: Auditors are requiring conference meeting agendas to confirm per diem eligibility. If per diem is included in travel expenses, please provide an agenda. If an agenda is not available, please provide an Affidavit of Lost Receipt.
Alcohol purchases are NEVER allowed on University of Idaho Purchasing Cards (P-Cards). If alcohol is being purchased it must be purchased with personal funds and a reimbursement requested. A completed entertainment form must also accompany these expenses, without exception.
With the implementation of Jagger in late FY23, all Amazon purchases are to be made utilizing the shopping function within the Jaggaer system. After January 1, 2024, any Amazon purchases made outside of that will not be considered an eligible expense or considered for reimbursement and will be transferred to the purchaser's personal account.
Meeting Meals:
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Agenda: Attach a published agenda clearly showing that attendance is mandatory/required and not optional.
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Attendance: There must be a minimum of 5 attendees.
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Duration: The meeting must last at least 6 hours. (For meetings less than 6 hours but more than 3 hours, refreshments are allowed only)
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Compliance: All of the above items are required. If any of these criteria are not met, the expense must be recategorized, and the report will be returned.
Group or Team Meals:
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Group Name: Provide the full name of the group or team (no abbreviations). Due to the number of different affiliations, please be detailed and spell out group names. If later this report is pulled by an auditor, this is good business practice to follow.
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Member Details: Include the names and designations (student/staff/faculty) of the members, and V#s if possible.
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Business Reason: Clearly specify the business reason for the expense, including details such as which meal is being provided and why it is necessary (e.g., dinner for the women’s volleyball team traveling to Fiji for the World Championship match).
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Student-Only Meals: If the meal is solely for students, state this clearly in the report or comments section. No entertainment form is needed for student-only events, but this must be explicitly stated to avoid the report being returned.
Promotional Meals:
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