Guide To The APA Travel Expense Report for New Century Scholars

NCS Reimbursement Policy

  • Scholars are responsible for tracking and submitting their own receipts.
  • Charges must be entered into the expense report in chronological order.
  • Per APA accounting policies receipts must be itemized. We cannot accept non-itemized receipts, bank statements, credit card statements or transaction records.
  • Scholars have $75 (USD) per day for food. If total food costs for a day exceeds the limit you be reimbursed a flat rate of $75.
  • Personal Expense Clause: any personal items purchased are considered non-reimbursable items and should not be included on this report.
  • If any expense listed in the report does not have a corresponding receipt it will be removed from the reimbursement calculation.
  • Failure to follow the instructions above will require the reimbursement form to be redone

Guidelines for Filling out an NCS Expense Report

  • Submitted receipts must be itemized. If you do not have a copy of the itemized receipt, please contact the location. You can often receive a digital copy of the receipt.
  • Enter your charges into the expense report in chronological order.
  • Double check that there is a receipt for every charge listed on the Travel Expense Report.
    • If any expense listed in the report does not have a corresponding receipt it will be removed from the reimbursement calculation.
  • *New* All receipts for a day should to be combined into documents sorted by date.
    • Flight receipts can be grouped based on the day of the flight.
    • If the submitted request has the receipts out of order it will increase time it takes to process the reimbursement.

Resources for combining documents: