|
 How
do I get reimbursed for my Travel? What documentation do
I need?
Complete a Travel
Expense Voucher, (TEV Form 97), or a Travel
Expense Envelope. Original receipts must be submitted
for transportation, lodging, business meals, other business
expenses (charges incurred for equipment rental, supplies,
or delivery services), and for any single expense that
is $75 or more. All travel expenses, regardless of dollar
amount must be itemized by day on the TEV. If additional
space is needed, use a copy of the TEV worksheet or attach
a plain sheet of paper to detail daily expenses. Forward
the form and receipts to your FSR. For more travel tips,
visit the University's
Travel policy web page.
What
can I get reimbursed for when I travel for Official University
business?
The University will reimburse
the Traveler, or the individual who has paid the traveler's
expenses, for all necessary and reasonable University travel
related expenses. You will most likely spend money on airfare,
hotels, meals, and other incidental items, such as tips
to skycaps and porters, business phone calls, and cab fares.
Don't forget to get a receipt!
What
are non-reimbursable expenses?
- Pay TV and video rentals
during travel
- Personal entertainment
such as attending a professional sports event
- Health club fees
- Domestic car rental collision
and damage waiver (CDW) insurance
- Personal injury insurance
coverage - Refer to Travel
Accident Insurance.
I
lost my original receipt; can I still get reimbursed?
If you lose a receipt, contact
the provider of the services. Most hotels, airlines, and
car rental agencies will be happy to provide you with a
copy of your receipt. If a receipt or duplicate cannot
be obtained, submit an itemized list indicating what the
expenses were. When submitting a duplicate copy of a receipt
or alternate documentation, write this statement on the
receipt and sign it: "This expense was incurred in connection
with University business. I have not and will not be reimbursed
from any other source."
I'm
traveling with an E-ticket, what do I use for a receipt?
If you are using an Electronic
ticket, a receipt must be requested from the vendor at
check in. Submit this original receipt for reimbursement.
How
can I automatically charge my airline tickets to my University
accounts?
Use Travel
Direct Billing for convenient airline and rail ticket
purchase through the University's preferred travel agency.
- Set up an account by completing
a Travel
Profile Form, print, sign, and fax to the University's preferred travel agency.
- Order your ticket(s) by
phone from the University's preferred travel agency at 1-888-332-4642 and the costs will be direct billed to the account number
you specified on the Travel Profile Form.
What
is the rate for mileage reimbursement?
32.5
cents per mile in accordance with IRS regulation.
Can
I be reimbursed for out of pocket expenses paid for cleaning
service after a University event hosted at my home?
No. Services are paid with
a Direct
Payment Voucher (DPV). Independent Contractor status
will be reviewed before payment. You may need to provide
additional information. This rule applies to any service
oriented agreements with non-university staff. If a university
staff provided the service, submit an extra service payment
form to your FSR/HR Specialist.
What
constitutes a Business Meal, and what do I need to be reimbursed?
Business
meals are expenses, which are incurred while conducting
official University business. The following must be submitted
with each reimbursement request:
- Date and Place of meeting/activity.
- The specific purpose of
the meeting/activity.
- The names of individuals
attending the meeting/activity.
- Original receipts or copies
of credit card receipts
Can
I get reimbursed from petty cash?
There is a limit of $50 payments
for petty
cash. Petty cash disbursements should be used only
for small incidental expenditures and not as a method to
bypass the University's Accounts Payable
|
