Fully Remote Employee Reimbursement
How to process reimbursements for system- or university-mandated fully-remote-employee travel
Establish Internal Fully Remote Employee Reimbursement Policies
What Situations are covered?
(All recurring situations should be addressed by internal policies as application should be consistent for all employees.)
Only travel to university?
Travel for conferences?
Travel in-state only? Out-of-state? International?
Is distance from home office to campus office a factor? If so, what is the approved distance beyond which the department will reimburse?
Other?
How Will Travel Be Paid?
Employee reimbursement of documented travel expenses?
Will the unit require an approved travel request prior to reimbursing employee?
Pre-payment of approved travel expenses by department (e.g., air fare, train fare, etc.)?
Situation specific? (Be cautious when examining each situation to ensure that employees are not treated differently for arguably similar situations.)
Other Considerations
Other unit-specific considerations to take into account? (Meeting frequency, requirement for attendance, etc.)
Establish an Employee as a Fully Remote Worker
Establish Headquarters in HRFE
Contact appropriate human resources office to establish
Ensure this is in place for both employees hired as fully remote and must be updated if an in-office or hybrid employee switches to fully remote.
Establish Ship To Address for iBuy
Contact appropriate purchasing office to establish ship to address (if department allows employee to receive supplies, etc. at their home)
Provide Internal Reimbursement Policies to Employee
Require employee to document receipt and agreement with internal policies to department.
Submitting Reimbursement for Fully Remote Employee
Submit via Chrome River
Select "100% Remote" from Work Category drop-down in Chrome River
First published: May 2024 | Last Updated: May 2024 | Last Reviewed: May 2024