Guidelines for Use of Expense Report Categories

Expense Reports are used to report business and travel expenses (including TCard and receipt-based expenses) for the purpose of expense approval, and the allocation of expenses to the appropriate Project, Task, Award, and Expenditure Type (PTAE). An expense report may also result in a reimbursement to the Payee for eligible out-of-pocket expenses.

Each expense report will fall into one of the categories listed below. When creating a new expense report for an SU Payee, begin on the General Information screen by choosing the correct category based on the descriptions below.

Category	Description
Athletics Use Only	Used only by the Athletics department
Expenses (Domestic U.S.)	Travel expenses for which both the origination and destination locations are within the U.S. Goods used in the U.S. Services provided or consumed in the U.S. See below for additional guidelines
Expenses (Foreign)	Travel expenses for which either or both the origination or destination location (during any leg of a trip) is outside the U.S. Goods used outside the U.S. Services provided or consumed outside the U.S. See below for additional guidelines
Human Resources Only	Used only by Human Resources staff
Human Subjects	To reimburse SU Payees for out-of pocket funds used for incentive payments to human subjects, or for human subject travel expenses
Relocation	Expenses related to employee relocation

Additional Guidelines for Determining Domestic vs Foreign Transactions

	Foreign Transaction	Domestic Transaction
Travel	Origin or Destination (any leg) outside U.S.	Origin and Destination in U.S.
Goods	Used outside U.S.	Used in U.S.
Services	Provided or consumed outside U.S.	Provided or consumed in U.S.

Domestic Transaction:

• Travel is completely within the U.S.
• If travel is not involved:
  • Expenses for goods purchased for use in the U.S.
  • Expenses for services provided or consumed in the U.S.

Foreign Transaction:

1. First, determine if the expense is during foreign travel – that is, the origination location or the destination location, during any leg of a trip, is outside the U.S.
   • If yes, the travel expenses and any other expenses (e.g., honoraria, conference registration, goods and services purchased, regardless of where they are used, provided or consumed) incurred or paid as a result of the trip are considered Foreign Transactions.
   • If no (not foreign travel-related), then go on to step 2.
2. Second, determine if goods are used, or services provided or consumed outside the U.S.
   • If yes, it is a Foreign Transaction.
   • If no, it is a Domestic Transaction.

Fingate | Close window