Submit Reimbursement for Prepaid Airfare

On the report header, complete all required fields in red:

• For Report Type, choose Prepaid Airfare Only.
• For Start and End Dates, enter the date you purchased the airfare ticket.
• For Starting Address and Expense Destination Addresses, enter your home or office address.
• For Start and End Times, enter the time you purchased the airfare ticket.
• For more information, refer to the tip sheet Complete the Expense Report Header.
• When finished, click Next.
• In the pop up window, Is this a travel reimbursement? click No:
  • While airfare is a travel expense, click No to skip creating a travel itinerary. You will do this on a new expense report when you return from your trip.

To submit reimbursement for prepaid airfare, search and select the expense type Airfare. Complete the required fields in red:

• For Transaction Date, enter the date you purchased the airfare ticket.
• For Report/Trip Purpose, select a reason.
• For Vendor, select a vendor from the dropdown menu or type it in the field.
• For Airline Travel Service Code, select from the dropdown menu.
• For Amount, enter the amount you are submitting for reimbursement.
• Click the Attach Receipt button to upload your receipt. 
• When finished, click Save.
• Also be sure to 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 Receipts, then click Attach Receipt Images.
  • Click Browse to select the files, then click Upload.

• After your trip, create a new expense report to submit your remaining allowable travel expenses for reimbursement.
  • On the report header in the Comment field, be sure to state that your prepaid airfare was already reimbursed on another report.