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Travel Information for Students/Guests

Travel Reimbursement Procedures

To be reimbursed directly for out-of-pocket travel expenses, an individual must be on file in Banner with a UID and a current Accounts Payable address.

To check this:

  1. Open the Employee/Finance tab of your myMemphis portal.
  2. Find Banner Admin Pages and click on the blue Admin Pages link.
  3. Enter PPAIDEN into the search bar.
  4. Click on the three dots next to the ID bar.
  5. Click on Person Search in the option list.
  6. Enter the individual’s first, middle, and last name into the corresponding boxes. Hit Go.
  7. If a UID populates, double click the UID.
    • If multiple results populate, verify using the individual’s birth date.
  8. On the next page, hit Go.
  9. Go to the Address tab and see if they have an active AP address.
  10. If the individual has a UID and an active AP address:
    • Confirm with the individual that the active AP address is accurate and where the
      reimbursement check should be mailed.
    • If the active AP address is current/correct, then a travel purchase order and a claim for
      travel expenses can be created.
  11. If there is no AP address on file or the active AP address is not current/correct, then have the
    traveler complete the AP Address Request form. A purchase order number is required.
    • Create a travel purchase order under the Department Head/Chair’s name and UID.
      The individual’s travel information should be in the Document Text.
  12. Request an Accounts Payable Setup by submitting the completed AP Address Request form
    to sharedservices@memphis.edu.
    • The form must be signed, dated, and contain a purchase order number.
  13. If the individual does NOT have a UID, please see the new vendor instructions and links:
    https://www.memphis.edu/accounting/pdf/new_ap_vendor_setup_requirements.pdf

All the following applicable criteria must be met to request a New Vendor Setup:

  • Completed W-9 OR W-8BEN form
  • Copy of photo ID
    • US Citizens – driver’s license
    • Non-US Citizens – visa/passport
  • If travel has NOT yet occurred:
    • A travel purchase order number
      • PO should be created under Department Head/Chair’s name and UID
  • If travel HAS already occurred:
    • A completed claim for travel expenses with signatures and the PO number created under the Department Head/Chair’s name and UID
    • Itemized receipts
    • Documentation of the business purpose for travel

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