An expense report is the form that is used after the trip has been taken to reimburse members of the group for expenses. Only expenses that were allocated by SOFAC will be reimbursed.  The expense report MUST be typed to be accepted.  A copy of this form is located under the Forms tab.

1. The following areas need to be filled in by the organization:

-Name of person to reimburse

-SS Number of person

-Department - put "PSU ADMIN"

-Address of person

-Business Purpose- names of people who went on trip; and this line: "Approved by SOFAC for (Your Organization) on (Date Approved)."

-Dates traveled and places to and from

-Fill in the itemized expenses of the individual member (See Itemized Expenses for additional help)

-Then print and sign and turn in to SOFAC GA. 

This section is where all the expenses incurred by the individual member of the organization are itemized. If an individual is claiming expenses for a hotel room, make sure that the receipt has a zero balance. Also the hotel receipt needs to be in the name of the person that is claiming the expense.  Transportation can be claimed in several different ways. First, if the organization is using a University vehicle you will receive a statement at the end of the month from Motor Pool detailing the charges to your budget. Organizations who use the University’s vehicles are not allowed to claim any transportation expenses. If an organization uses a personal vehicle they may either claim mileage or be reimbursed for gas expenses, but not both. If a rental car is used the organization can be reimbursed for the price of the rental car plus any additional gas expenses. (See travel policy- last page of SOFAC Guideline) Individuals flying to conferences will need to have their original flight coupons. A letter stating that they attended the conference but lost their coupon can be used as an exception if absolutely necessary. The items should then be totaled line by line to arrive at the final reimbursable amount.