Beginning September 1, 2026, travel expenses charged to sponsored funds may only be submitted or processed after the trip has occurred. This requirement applies to employee, student, and guest travel.
Travel expenses include airfare, lodging, ground transportation, meals while in travel status, and other costs related to the trip. The requirement applies to all payment and reimbursement methods, including:
- Out-of-pocket expenses
- PCard and Travel & Hosting Card transactions
- Central Travel Account (CTA) transactions
- Student and guest reimbursements submitted through TBHER
This change helps ensure that charges to externally sponsored funds represent valid business expenses for completed travel. Although the requirement takes effect September 1, units are encouraged to begin following it as soon as possible.
Employee expenses in Emburse Enterprise
Employees may add transactions from any payment method to an Emburse Enterprise expense report before a trip ends. Enter the actual trip end date in the report header, but do not submit the report until that date has passed.
This change does not alter existing expense reporting deadlines. Travel expenses must still be submitted within the required timeframe following the trip end date.
Student and guest reimbursements
TBHER reimbursement requests for student and guest travel charged to sponsored funds may only be processed after the trip has occurred.
Whenever possible, units should use a PCard or Travel & Hosting Card for student and guest travel expenses so travelers do not need to pay out of pocket. Cash advances may also be available in certain circumstances.
Basic Economy is not required
Recent updates to the Travel and Business Hosting Expense Policy do not require travelers using sponsored funds to book Basic Economy, even when it is the lowest available fare.
Travelers should select the lowest unrestricted airfare that meets the trip’s business needs. Basic Economy remains highly discouraged because of its restrictive ticket rules.
Questions about submitting expenses? Contact the Expense Management Team.