Problems With Travel & Entertainment Reimbursement
When the Wrong Person Is Reimbursed
If you have received a travel or entertainment reimbursement in error, you are responsible for returning the funds to the University. Please note that this most commonly occurs when preparers do not correctly format Non-Employee Reimbursements in Express. Follow the procedure below to correct the error.
- You should write a check to the University (payable to UC Regents) for the amount you were unduly credited.
- The issuing department must deposit the check against the fund used in the expense report.
- You must then submit a new reimbursement claim in the traveler's name to generate a new check to the correct payee.
Travel or Entertainment Payment Is Not Received
If a travel or entertainment reimbursement check has been generated but not received by the payee within two weeks of the date of issue, the department may need to request stop payment of the original check and have a new check issued. Completed Stop Payment Request forms should be faxed to the Accounts Payable Department at (310) 794-8513, Attention: Stop Payment Representative.
- If the new check is to be mailed to the same address as the original check, the department should submit a completed Stop Payment Request form to Accounts Payable and be sure to mark the "Stop Pay and Reissue" box. Please note that reissued travel and entertainment reimbursement checks cannot be held for pickup.
- If the new check is to be mailed to a different address than the original check, the department should submit a completed Stop Payment Request form to Accounts Payable and be sure to mark the "Stop Pay - do not Reissue" box, as Accounts Payable cannot reissue travel or entertainment reimbursement checks to a new address. To generate a new check, please create and submit a new TR with the new address.