LIBRARIES TRAVEL, TRAINING & STAFF DEVELOPMENT HANDBOOK

Expense Statement

Expense Statement Form

The Expense Statement is submitted electronically by your Division's Administrative Assistant through the ELF system. A paper form of the Expense Statement can be printed directly from this Web Site which can be used to assist the Administrative Assistant in the preparation of the electronic Expense Statement. The Expense Statement can be completed either by filling it out online and then printing it out or by printing it out and then filling it out by hand. It is highly recommended that you complete the form online so that you can make use of the drop-down boxes. After you have completed the form, print it out and sign it under the "Traveler Attestation" section on the last page. Make a copy of the Expense Statement and receipts for your records. Put your receipts and expense statement in a #10 business size envelope with your name and the Travel Request # on the outside. Submit the envelope to your Divisional Administrative Assistant who will complete the form online and submit it to it to the Libraries' Travel Coordinator. After receiving the envelope containing the paper copy of the expense statement and the receipts from the Administrative Assistant, the Libraries' Travel Coordinator will approve the Expense Statement in the ELF system. See also Libraries' Approving Authority.

If the travel expense relates to Professional Travel & Development, your reimbursement will be limited by your remaining travel allocation balance. If the travel expense relates to Administrative Travel & Development, you will only be reimbursed up to the approved amount on the Travel Request form. If the actual expenses you will be reimbursed for are more than the estimated expenses on the Travel Request, you will need to submit a supplemental Travel Request for the additional amount using the same procedures for submitting a Travel Request, except the question "Is this a Trip Adjustment?" should be marked "Yes" and fill in the original Travel Request #.

The Expense Statement should not be submitted until after the trip, it will not be accepted before.

See the section entitled Due Dates to determine when the traveler can expect to receive reimbursement.

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