What is the correct process for requesting travel or expenses reimbursement?

• A. Submit receipts after you have completed the project, with no approvals.
• B. Use any vendor, and reimburse with minimal paperwork.
• C. Obtain approved travel authority, keep receipts, use approved vendors, and submit the reimbursement with required documentation.
• D. Email the finance team for reimbursement and wait for approval.

Answer: (C)

The essential practice is following a formal, approved process for travel and expense reimbursements that creates an auditable trail and keeps costs in line with policy. Before you incur costs, obtain the approved travel authority to confirm the trip is authorized and within policy. Then keep every receipt and document, since those receipts are the evidence you’ll need to justify the charges. Use only approved vendors, which ensures you’re aligned with negotiated rates, preferred supplier lists, and any compliance requirements. Finally, submit the reimbursement with all required documentation so it can be reviewed, approved, and processed efficiently.

Skipping approval can lead to unapproved or inappropriate spending. Choosing any vendor outside the approved list can bypass negotiated terms and oversight. Merely emailing for reimbursement bypasses the formal workflow, risking delays and missing documentation. Following this complete sequence ensures accurate, compliant, and timely reimbursements.