Non-Travel Employee/Student Reimbursement Request

NTESR’s cannot be used for travel related expenses such as conference registration (in‑person or virtual), airfare, mileage, or hotel. They do not include supplies or research materials tied to travel, or payments made via P-card, PO, to independent contractors or individuals not associated with KU. NTESR’s cannot be used to pay for services performed by KU employees or students.

Receipts

• Itemized receipts are required
• PDF format preferred

Business Justification
Include:

• Description of the expense
• Why it was necessary
• How it benefits the unit or grant project

Funding Information/Approval

• Identify the specific source of funds
• Funding must be approved by the unit
• SSC staff cannot make funding decisions

1. Create a new Non-Travel Employee/Student Reimbursement (NTESR) Request via the FSP.
2. Enter the ticket title, primary unit/school/department, and any additional contacts.
3. Confirm that no travel‑related expenses are included
4. Select the Appropriate “Creator Status”
   • If submitting on behalf of someone else, identify whether the payee is an employee or student, provide their name and complete the Student Supplier Acknowledgment if required.
   • If submitting for yourself, identify whether you are an employee or student, and complete the Reimbursement Acknowledgment.
5. Identify the “Person Authorizing Reimbursement” This must be a supervisor or person responsible for the funding. It cannot be SSC staff, AMS (KUCR Award Management Services), or yourself.
6. Enter Reimbursement Details: Provide the supplier name and amount for each receipt, the funding source(s), a valid business purpose and any other relevant information.
7. Attach itemized receipts (PDF preferred) and any other supporting documentation.
8. If receipt(s) include Food & Beverage (Official Hospitality): Select “Yes” on the Food & Beverage question, then either complete and attach the KU Hospitality Form OR Provide attendee counts for KU employees, KU students and non-KU attendees.

Funding sources must be identified before submitting a ticket. Finance SSC staff are not authorized to make funding decisions.

If funding information is provided by someone else in your unit, they should be included as a ticket contact. Written authorization, such as an email from a department chair or principal investigator, should be attached when applicable.

Minimum funding information includes a project number for grants, a cost center and fund for non-grant funding, or a KUEA account number for endowment funding.

For transactions with multiple funding sources, explain how expenses should be split. Grant-funded split payments require justification for how each grant benefits from the expense.

After submission, a confirmation email with a ticket ID will be sent. This ticket ID should be used when referencing the request outside the system.

The Finance SSC may request additional information. Replying to notification emails or adding comments to the ticket will update the request.

Ticket status notifications will be sent as processing progresses.

If a ticket has already been closed and an error is discovered, a new request must be submitted detailing the needed corrections.

If the ticket is still open, revisions should be provided by adding a new comment to the existing ticket.

Tickets may be withdrawn to remove them from workflow. A withdrawn ticket can be discarded and replaced with a new submission if needed.

When in doubt, submitters are encouraged to contact their assigned SSC Accounting Specialist.