HRSM Business Office Forms

CLICK HERE - Expenditure Request Form
CLICK HERE - Expenditure Reimbursement Form

Use this form for:

·         A Membership

o   NASSM is per year, not a year from when you pay it. Consider paying your NASSM membership in January each year to get the most out of this membership. Check all of your current memberships to see the best time to pay them based upon their policies.

·         Meals with a guest speaker/candidate

o   You can fill this out for your guest speaker. Enter their name in the first box. Your name will go in the Host name box.

·         Books or other items for research or course development

·         Software

o   In some cases, the University has already approved what you need. Other times, we may need to submit a contract to Legal for approval prior to purchasing software. Please reach out to Jessica with specific questions for guidance.

·         Other items not related to Travel

·         Data collection/research participant gift cards

o   If data collection is selected, an IRB and Research outline will be required.

Fill in your name, select your category (Faculty/Staff, Guest speaker/candidate, Student), email address, and USC ID. Select SPTE and Jessica Harris. In some cases, relating to the conferences, you may need to select Kim Boone.

Fill in the Vendor, description, purpose/justification, and amount. For the Funding Source, please enter a description of the account to be charged. (ex: SPTE Faculty Allowance, SPTE Funds, CTE Grant, SPTE Research Award, etc.) In most cases, you will know where you want the funding to come from. If you don’t know what to enter, please reach out to Jessica for more information.

** All receipts should have your name and the last 4 numbers of your credit card listed. Having receipts is always the best form of documentation. We can use bank statements, if necessary, but please try to have receipts as well. Charges on a statement need to be posted and not pending.

**Make sure only items related to the expense are on the receipts. Do not include other personal items purchased with your work related reimbursement.

**For meals, an itemized meal receipt and a bank statement will be required for reimbursement to show the final total paid for the meal. This is to ensure that the written tip amount was actually paid.

**Mobile screenshots are not suggested as they often do not include everything needed for reimbursement. Please try in all instances to provide printed or emailed receipts that show all of the necessary information in order to not delay your reimbursement.

CLICK HERE - Travel Request Form

Choose Travel Request if you are requesting approval for Travel for University purposes (conference, guest speaking opportunity, research, etc.). This request should be submitted at least 4 weeks prior to travel to allow time for processing and approvals. I know sometimes things come up, but try to submit this request as soon as possible, especially for foreign travel.

Fill in your name, select your category (Faculty/Staff, Guest speaker/candidate, Student), email address, and USC ID. Select SPTE and Jessica Harris. Mark if this is a blanket mileage request. In most cases for SPTE, this should be no.

Fill in the beginning travel date and return travel date. Check a purpose for the travel or fill in the information beside “other”. Next fill in the location, conference name/business engagement, event dates, and funding source (ex: SPTE Faculty Allowance, HRSM Funds, SPTE Research Award, etc.).

Airfare—list estimate. If you are flying to another destination after the event is over, or if you are including personal travel dates on your trip, you will need to attach a round-trip flight quote using only the conference travel dates to the Travel Request. The quote will need to show the travel dates that you would use if you traveled only for the event and returned. Jessica is able to book your flight through our travel agent and pay with a University credit card. This is not an automatic service. You must request it in the notes of your Travel Request. The travel agent does add a fee to each booking.

Personal vehicle milage—As noted on the form, if travel is <500 miles then by car. If travel is >500 miles then by air carrier. If you choose to travel by car over 500 miles, attach a flight quote for car mileage justification.

Per diem—You can use the chart below to determine what your per diem needs might be for domestic travel only. EX: If lunch and dinner is provided by the conference or event, it would not be included in your calculation. ***Foreign per diem rates are different for each location. If you are traveling internationally, leave the per diem box blank. I will calculate it for you.

 Fill in the remaining boxes as they apply to possible expenses for your trip. The total will be calculated at the end of the form.

All of the other options should be self-explanatory and estimations are acceptable.

If you have supporting documentation, please click yes and attach your files to this form. This will keep everything together in one submission. You will also receive a PDF copy once you have completed your submission.

Notes-- If additional dates are included for personal travel, please include this information in the Notes section. Personal travel will not be reimbursed. Please add any additional information that you feel might be important in this section as well.

CLICK HERE - Travel Reimbursement Form

Again, everything here is straightforward. Just fill in actual information from your actual receipts. You will have the opportunity to scan and attach all of your receipts at the end of the form. You will also receive a copy of everything that you have submitted in an email. Hard copy receipts can be kept by you. Just scan and attach everything to this form.

·         Flights--Please make sure your flight receipt shows your itinerary (with flight arrival/departures) and a ticket number. The use of e-credits, points, and upgrades for seat charges will not be reimbursed.

·         Rental car—This can be reimbursed if using a rental is more cost effective than local transportation.

·         Local transportation—Please make sure the receipt has your name, the date, and destination for rideshares. We do not reimburse rideshare credits/cash (ex: Uber cash) you may accumulate with the provider. Emailed receipts from the rideshare provider are preferred.

·         Mileage—Mileage to airports other than Columbia can be covered at the current mileage rate set by the university. 76 cents per mile as of 7/1/26

·         Per diem—We do not reimburse actual food receipts for travel. We pay a flat per diem rate per the chart above.

·         Hotel/Lodging—The max rate per night is $456.58 + taxes and fees--Updated as of 7/1/2026. This doesn’t mean that you should seek more expensive accommodations. It is just the max the university will pay.

o   Please have a quote for a single occupancy if more than one person is in your hotel/lodging.

o   If your hotel invoice shows food, that will be removed from the total reimbursed. Having an actual hotel invoice/receipt is always preferred over a hotel confirmation.

o   If you are splitting accommodations, you will only be reimbursed for the dates that you are there for the conference.

·         If at all possible, do not to bundle items together (EX: flight + hotel). Please reach out to Taylor or Jessica for clarification before choosing this option.

·         All receipts should have your name and the last 4 numbers of your credit card listed. Having receipts is always the best form of documentation, so keep that in mind while traveling. We can use bank statements, if necessary, but please try to have receipts as well. Charges on a statement need to be posted and not pending.

·         Dates included for personal travel will not be reimbursed.

**Mobile screenshots are not suggested as they often do not include everything needed for reimbursement. Please try in all instances to provide printed or emailed receipts that show all of the necessary information in order to not delay your reimbursement.

**The most economical means of transportation and lodging is always preferred.