Expense Reimbursement

University of Minnesota Policy allows MELP to reimburse faculty for only limited expenses under specific conditions. MELP does not reimburse faculty for any expenses unless prior approval is received from the Program Director. Reimbursable expenses include:
 
Photocopies
 
In general, MELP encourages instructors to make their own copies using the photo copier/printer in the MELP office.  For copyright questions or course packets, see the MELP Program Coordinator. Instructors are asked to identify as completely as possible, well in advance of the semester, any copyrighted classroom materials which need to be photocopied. Most often these materials are published as a course packet for sale to students at the U of M Bookstore.  If you have to make photocopies outside of the MELP office at a copy store, contact the MELP Program Coordinator in advance.  MELP has accounts set up at some stores near campus so that reimbursement may not be necessary.
 
Reference Books
 

The MELP Program Coordinator orders desk copies for all instructors.  Desk copies and reference books purchased by instructors are reimbursed only if you have received pre-approval from the Program Director. Reference texts become the property of MELP, and must be returned to the office at the completion of the semester. 

Travel

See the  UMN travel website for policies related to reimbursement when traveling on approved University business.  

Parking

Parking is not reimbursed for UMN employees coming to work.

Submitting Reimbursement Requests

To request reimbursement for approved expenses, MELP faculty must submit a request through Chrome River, the University's reimbursement approval system for travel and other reimbursable expenses.  To log in to Chrome River and also view videos on how to use it, go to the MyU portal, then find U Travel under Key Links.

Expenses must be pre-approved by the Program Director in order to be reimbursed.  For pre-approval, email the Program Director before incurring the expense.   After you pay the expense, complete the reimbursement request in Chrome River.  A pre-approval form in Chrome River is not required. 

If you are filling out a Chrome River form for the first time, set up an appointment with the Program Director for an initial training.

Expense requests must be submitted and approved in Chrome River within 60 days of the last day of a trip for travel expenses or within 60 days of when the expense was paid for non-travel expenses.

Supporting Documentation

Receipts for expenses are required to be uploaded in Chrome River.  More information on exceptions can be found in the Applying for Expense Reimbursement in Chrome River policy.

Submitting the Form

In order to submit the form you will also need the EFS fund to which the expense should be charged.  Contact your Program Director for the EFS fund number.

Receiving Reimbursement

Reimbursements are added to your University payroll. Check your payroll statement online on your MyU portal to see when payment is made.  You should also receive an email from the UMN central finance office when the reimbursement payment has been issued.

If you have any questions about reimbursement, contact the Program Director.

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