Expense Reports
Expense Reports are required to process expenditures made on a University PCard, or to seek reimbursement for out of pocket business expenses. For questions on obtaining a PCard, visit the Procurement site.
Employees create their own expense reports. Expense reports may also be submitted to reimburse prospective employees or students who are not workers using the Expense Report for Non-Worker task.
Spend Authorizations
Use a spend authorization to obtain approval prior to making purchase or travel arrangements for:
- External Sponsorship or Event Supplies on operating (110-FD) or designated (120-FD) funds OR
- $2,500 or more for travel, meetings or conferences on operating (110-FD) or designated (120-FD) funds OR
- Transaction $10,000 or more on PCard (Purchase requisition preferred.)
When expenses are processed, spend authorizations are linked to the expense report to verify preapproval.
Reasonableness of Travel Expenses
Reasonable expenses are costs that are necessary, appropriate, and cost-effective for conducting authorized university business and that reflect prudent stewardship of institutional funds. Expenses must be consistent with normal business practices, comply with applicable laws and institutional policies, and withstand public scrutiny.
Specific reasonableness standards by expense category include:
- Daily Travel Meals: Up to the U.S. government per diem meal rate for Boston, MA.
- Lodging: Up to the U.S. government per diem lodging rate for Boston, MA.
- Airfare: Must follow the university's travel policy.
- Tips/Gratuities: Reimbursable up to 20%, rounded up to the next whole dollar, consistent with travel policy guidelines.
- Hardware and Software Purchases: Must comply with WPI's Computer Systems Purchasing Policy. Purchases made with WPI funds require department head/cost center manager approval, and any off-list systems must be reviewed by the Executive Director of IT Infrastructure and Operations to confirm supportability. Standard systems should be selected from the approved list (Appendix A) when possible.
Travel Itinerary
Travel Itinerary is required for expense report which includes airfare and/or lodging expense. Attach to the spend authorization and to the expense report line.