Philadelphia University + Thomas Jefferson University

Travel & Expense Reimbursement

Operational Notes & Procedures

  • Reimbursement will be reflected in an employee’s paycheck or direct deposit advice.
  • Completed reimbursement requests received in Accounts Payable, by 5 p.m. on Wednesday of a pay week, will be included in the paycheck issued two weeks thereafter.
  • Jefferson uses the IRS Mileage Rate in effect for the reimbursement period.  This rate should be used on all reimbursement requests unless otherwise specified in sponsored agreement.

Ensuring Success Tidbits

  • Obtain and retain receipts
  • Complete reimbursement request as soon as possible after incurring expenses
  • Select correct form for your employer
  • Obtain required signatures
  • Attach all supporting documentation


  • Jefferson Policies and Procedures, accessible via Pulse (left navigation, after logging in)
    • #102.02 Report of Travel Expenses
    • #103.35 Employee Reimbursement Report
  • Per diem rates: U.S. Rates | Foreign Rates
  • Review reimbursement activity on financial systems

Travel & Expense Reimbursement Forms