Submit Reimbursement for Prepaid Airfare

You can submit reimbursement for your prepaid airfare expenses purchased in advance of a trip. However, first be sure to confirm with your department that this is allowed.

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Submit Reimbursement for Prepaid Airfare

How to Submit Reimbursement for Prepaid Airfare

1. Create a New Expense Report

From Manage Request, open approved Request. 

  • Create Expense Report
  • Update the Report header
    • Click the caret symbol, ^, then click View (Figure 1)
Zoom image: Figure 1 Click the caret symbol, then click View

Figure 1

On the report header, complete all required fields with a red asterisk (Figure 2):

Zoom image: Figure 2 Report header fields

Figure 2

  • Report Type – change to Pre-Paid Airfare Only.
  • Start and End Dates - enter the date you purchased the airfare ticket.
  • Starting and Destination Addresses - enter your home or office address.
  • Start and End Times - enter the time you purchased the airfare ticket.
  • Expense Destination Address/State/Zip – enter where traveling.
  • Claim Travel Allowance - Click No, I do not want to claim Travel Allowance. (Figure 3)
    • While airfare is a travel expense, clicking No will skip creating a travel itinerary. You will do this on a new expense report when you return from your trip.
  • Click Create Report when finished. 
Zoom image: Figure 3 Claim travel allowance field

Figure 3

For more information on completing the Report Header, refer to the tip sheet Complete the Expense Report Header.

2. Submit Reimbursement for Prepaid Airfare

Click Add Expense, search and select the expense type Airfare. Complete the required fields with a red asterisk (Figure 4)

Zoom image: Figure 4 Prepaid airfare field

Figure 4

  • Transaction Date - enter the date you purchased the airfare ticket.
  • Report/Trip Purpose - select a reason.
  • Vendor - select a vendor from the dropdown menu or type it in the field.
  • Airline Travel Service Code - select from the dropdown menu.
  • Amount - enter the amount you are submitting for reimbursement.
  • Click the Upload Receipt Image button to upload your receipt.
  • ·When finished, click Save Expense.

3. Attach Other Documentation

Attach your airfare itinerary and purpose of travel documentation (agenda, conference material) as supporting documentation to confirm the dates and times of your trip.

  • Click Manage Receipts
  • Click Manage Attachments. (Figure 5)
  • Click Append – add other documentation as needed.
Zoom image: Figure 5 Manage attachments screen

Figure 5

After your trip, create a new expense report to submit your remaining allowable travel expenses for reimbursement.

From Manage Request, open approved Request. 

  • Create Expense Report
  • Update the Report header
    • Click the caret symbol, ^, then click View (Figure 6)
Zoom image: Figure 6 Manage attachments screen

Figure 6

  • On the report header in the Comment field, be sure to state that your prepaid airfare was already reimbursed on another report (Figure 7).
Zoom image: Figure 7 comment field

Figure 7

  • Claim Travel Allowance - Click Yes, I want to claim Travel Allowance.
    • At this time is when you will claim your per diem meal allowance. 
  • Add all other expenses associated with this trip.