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:
- 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.
- 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.
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