Does your unit incur travel expenses? If so, remember that it is important to code these travel expenses to the appropriate expense account code to ensure compliance with various financial reporting requirements. While this may seem like a simple concept, it’s important to keep these requirements in mind when coding your transactions to avoid audit implications and to help ensure the accuracy of the University of Illinois System’s financial statements.
See below for some general tips to keep in mind when selecting an expense account code to use for your various travel expenses:
- In order to select the proper account code for your various travel expenses, we strongly suggest utilizing UAFR’s Account Code Search application (located on UAFR’s Banner Account Codes webpage) to search our entire catalog of available account codes. You can perform a key-word search which will help guide you to the proper account code to use for your various transactions.
- Employee travel expenses paid directly to a vendor must be coded to the proper Payment to Vendor travel account code.
- Employee travel expenses reimbursed to an employee must be coded to the proper Employee Reimbursement travel account code.
- Employee travel expenses incurred within the State of Illinois must be coded to the proper In-State travel account code.
- Employee travel expenses incurred outside the State of Illinois must be coded to the proper Out-of-State or Foreign travel account code.
- Non-employee travel expenses (such as those for a consultant or visiting speaker) paid directly to a vendor must be coded to the proper Non-Employee Travel – Payment to Vendor travel account code.
- Non-employee travel expenses (such as those for a consultant or visiting speaker) reimbursed to the non-employee must be coded to the proper Non-Employee Travel – Reimbursements travel account code.
Contact
If you have further questions, feel free to reach out to UAFR’s applicable subject matter experts within the Account Codes section of UAFR’s Who to Ask list.
