Page 66 - 2019 Info to Resident Applicants

TRAVEL AND EXPENSE REIMBURSEMENT

TRAVEL EXPENSES REIMBURSEMENT PROCESS:
1. Please review the details at the end of this email and the UPMC travel policy.
2. The department will reimburse you for $1500 of your travel expenses.
3. PRE-CONFERENCE TRAVEL EXPENSES (registration, poster printing, airfare, etc.):
You must provide me with the receipts for all pre-conference expenses PRIOR TO 14
DAYS OF THE EXPENDITURE. Failure to comply with this may result in your expense
not being reimbursed.
4. AIRFARE:
All airfare MUST be booked through UPMC Travel. Consumer sites such as
Travelocity, Kayak, Expedia, etc. are not permitted. The receipt MUST show the
following:
Your Name
Total Cost
Proof of Payment
ETICKET #
Usually, the email confirmation that you receive with your flight itinerary has all of
this information. As mentioned above, the airfare receipt must be provided to me
PRIOR TO 14 DAYS OF THE EXPENDITURE.
5. After your conference, you will need to provide me with scanned copies of all receipts. These
should be scanned in order by date of expense and should be submitted to me within two weeks of
the conference. Receipts must include both the itemized receipt and proof of payment
receipt, especially restaurant receipts (see examples below).

EXAMPLE OF AN ITEMIZED DINNER RECEIPT AND PAYMENT RECEIPT:

6. In order for your receipt(s) to be processed, I must be added as an Authorized User in MyHUB. To
do this, log into MyHUB  Supply Chain  My Expenses  Authorize Users:
• To add a user to your Authorize Users list, click the Add a new row (+) button twice and add the
info in the parentheses below:
o Brucha, Diana Lynn (BRUCHADL88)  Save
o Nix, Michele Lynn (NIXM201147)  Save (WILL UPDATE AFTER NEW SYSTEM
INITIATED)
• The system then confirms the save was successful. Click the OK button to acknowledge this
confirmation.