Click here to go to the Frequently Asked Questions associated with Extensity.

1. Q: I have not received my travel advance/reimbursement check. Where do I go to receive that?

A: Travel advances and reimbursements for Univerisity employees are directly deposited to the bank account they have set up with the Human Resource department. You can check on the status of either your advance or reimbursement by logging into the Extensity system and checking the Status column of the document you are questioning:

Status:
Done--The transaction is complete and you would anticipate the deposit to you bank account a few days after the queued date.
Primary Approver--The transaction is still awaiting your primary approver's review and approval.
Receipt Check--The transaction is still awaiting the receipts arrival in the Travel Office
AP Verification/AP Export--The transaction is being processed by Accounts Payable.

2. Q: I have found an airfare on the internet for my trip can I book it?

A: Before you book a fare on the internet, first contact the travel office and speak with an agent. The agent will compare your internet fare quote with the fares in our system and with our contracts. If we are unable to match the internet fare the agent will give you an approval code to purchase the airfare. That approval code needs to be listed on your travel reimbursement form and the receipt for your internet purchase attached to the reimbursement form in order to be reimbursed.

3. Q: Do I need to fill out a travel plan if there is no expense to the university?

A: Yes. The travel plan is approval for expenditures and authorization to go on travel status. It also establishes insurance while you're traveling. The only time you do not submit a travel plan is when you do not need to stay over night and if you do not need commercial transportation.

4. Q: Can I be reimbursed for meals if my trip does not include an overnight stay?

A: Under special circumstances when an individual leaves home very early in the morning and returns home late the same night, the University will consider the individual away from home longer than a normal work day (the person must be gone a minimum of 12 hours to qualify) and will reimburse actual meal costs with receipts not to exceed the allowable per diem.

5. Q: Can multiple travelers be listed on the same travel plan?

A: Yes, as long as the other travelers are not requesting an advance and will not be filing their own reimbursement. List the names of other travelers on the travel plan by attaching a note.

6. Q: Can I use a credit card statement as a receipt or use photocopies of my receipt when I request reimbursement?

A: No. Credit card statements do not contain the detail required. If you are missing a hotel or car rental receipt please contact the hotel or car rental company and request a faxed receipt. Photocopies of receipts are not accepted as there is a potential for fraud.

7. Q: I lost one of the receipts from my trip. Is there any way to be reimbursed without a receipt?

A: Policy states that any expense over $25 requires a receipt. If your expense was more than $25, and you have made every effort to get a duplicate receipt, you simply enter the receipt in Extensity and do not click the Receipt Included check box. This will then ask you for a reason for not having the receipt. Type in the reason (i.e. the receipt was lost). Your approver can then review that as exception and accept the policy exception.

8. Q: What is the reimbursement rate for parking and driving to the airport?

A: You may claim reimbursement for one round trip (100 miles @ the current mileage reimbursement rate) plus $6.00 per day long term parking rate, or two round trips, whichever is less.

9. Q: I am planning to drive instead of flying to my destination; how do I calculate my travel estimate?

A: You'll need to speak with a travel agent to determine the current airfare costs to your destination. You are then able to seek reimbursement for whichever is less:

*Airfare equivalent (which includes airfare, a round trip to the airport, airport parking, and $40 allowance for ground transportation in your destination city).

*Actual round trip mileage between Provo and your destination at the current mileage reimbursement rate. Mileage can be determined by using the Mapquest link on the navigation bar.

You may want to use the Airfare Equivalency Worksheet to help you with this calculation.

10. Q: I need to register for a conference; if I register in advance the fee is less, however, my credit card bill will be due before I go on my trip. What can I do?

A: You can submit an Extensity expense report even if your travel date has not occured yet.

11. Q: Should I purchase additional insurance for my car rental?

A: No additional insurance is required for rental cars domestically. Additional insurance purchased domestically will NOT be reimbursed. Travelers SHOULD purchase additional insurance on international car rentals and that insurance will be reimbursed.