When travel is paid in advance using an IU payment method—such as Egencia or an IU-approved travel agency—the expense must be reconciled within Accountable Plan guidelines. Reconciliation makes sure the expense is properly documented and charges your department account for the expense.
As the expense owner, it is the traveler’s responsibility to ensure their own travel expenses are reported. Some departments have staff that assist with this process. See the Emburse Access and Delegates page to get set up to process travel on behalf of others.
Overview
Getting started with reconciliation? These resources will explain the purpose of reconciliation, and show you how to find prepaid expenses or start a new expense report.
Expense Report quickstart guide: In a rush? Review a short, interactive video that covers creating a report, adding expenses, and submitting your report. Choose your own path by selecting reimbursement or reconciliation and get up to speed in minutes.
- FIN-ACC-620 Accountable Plan: All business expenses must be reported within Accountable Plan guidelines. Review the policy.
- How do I know I need to reconcile? (video): This short video explains the notifications and tools that can help you stay on top of prepaid expenses.
- Start an Expense Report (video): Get started with your expense report.
- SOP-TVL-12 Trip Authorization Import Options: Explains the different methods you can use to import a Trip Authorization report and when each is appropriate.
Receipts
The best practice is to attach IU-prepaid receipts to expense reports for an easily accessible audit trail.
- Finding Travel Receipts in Egencia (written guide): Grants or local business offices may require that you include Egencia receipts on IU-prepaid expenses. Learn how to find these receipts.
- Egencia Receipts and Reconciliation (video): This video describes receipt requirements for prepaid expenses and shows where to find them in Egencia.
Guides by Expense Type
Step-by-step guides for reconciling common IU-prepaid expense types.
- Reconcile Airfare (video): Learn how to reconcile airfare that was prepaid by IU. Follow these steps for hotel charges too.
- Reconcile Egencia Air booking fee (video): When airfare is booked in Egencia, a small fee is charged and must be reconciled just like the airfare charge. Learn how in this short video.
- Hotel: (in development): Learn how to reconcile a hotel charge that was prepaid by IU. Until this resource is available, see the Reconcile Airfare (video).
- Negative eWallet items (written guide): Negative eWallet items are records of refunds for things like canceled airfare or refundable hotel reservations. Learn how to reconcile these negative records.
- Negative eWallet items (video): This short video demonstrates how to reconcile a negative eWallet item in Emburse.