Documentation Requirements – Travel Payments
Effective November 15, 2010
- All Forms
- Register Trip Form
- Hotel Payment Form
- Conference Pre-Payment Form
- Foreign Wire Payment Form
- Cash Advance Form
- Early & Final Reimbursement Forms
All Forms
- Traveler’s signature and an approval signature are always required. A Traveler cannot approve his/her own travel request.
- A non-employee may submit signature on a faxed or emailed copy of the request.
- Approval signatures should:
- Authorize expenditures from the Activity or Project and,
- Attest to the business relatedness of the expenses (Traveler’s supervisor is required) Often, in University departments, both requirements may be satisfied by one person’s signature.
- Original pen signature of approval is required, stamp signatures are not accepted.
Register Trip Form
- Do not send this form to Travel, keep for departmental records.
Hotel Payment Form
- We recommend hotel payment on the Traveler’s credit card upon check-out.
- If Traveler requires pre-payment to the hotel, attach a confirmation/reservation number or invoice when submitting form to our office.
- Confirm “made payable to” with the hotel property.
- We recommend holding payment for pick up with Traveler paying for stay with the University check at check-in.
- NOTE: Itemized hotel receipt is ALWAYS required to close a trip – even if the hotel is prepaid.
Conference Pre-Payment Form
- We recommend paying for conference fees on the PCard or Traveler’s personal credit card.
- If Traveler requires pre-payment to the conference, attach the registration form or invoice when submitting form to our office.
- Confirm “made payable to” with the conference or on the registration form.
Foreign Wire Payment Form
- Departments must submit accurate bank transfer information.
- Wire transfers are only available for foreign banks.
Cash Advance Form
- VP signature is always required.
- Cash advances are distributed in the form of AMEX travelers cheques in increments of $150 or $250.
- Traveler must pickup advance at Income Accounting after Travel Accounting approves the advance. Approval process usually takes 24 hours after our office receives the authorized form.
- Traveler will need picture ID and their travel number to pick up advance.
- Advances will be released up to one week prior to departure date.
Early & Final Reimbursement Forms
- General Requirements:
- Travelers may only be reimbursed for their personal travel expenses; travelers SHOULD NOT pay for co-workers travel related expenses.
- Tape receipts to ONE SIDE of 8 x 11 paper, DO NOT STAPLE: receipts are scanned as part of our process and are available for review online.
- Foreign Currency Conversions:
- Every foreign receipt must be converted to USD and summarized by category of expense.
- Departments MUST attach printed documentation of the conversion rate used.
- Oanda.com is a good site for conversion rates, credit card statements often show conversion rates as well.
- Airfare Documentation Requirements:
- “Receipt” documentation should contain proof of payment information, itinerary or dates of travel, all fees and total final fare amount.
- Airfare related Agency fees should be listed on “Airfare Agency Fee” line of Reimbursement form.
- “Chain” refers to the vendor from which traveler purchased airfare, such as OnSite Travel Agency, Delta direct, or Expedia.com.
- Misc. Airline Fees Documentation Requirements:
- Refer to Schedule of Allowable Rates for allowable baggage fee reimbursement.
- We require a memo stating the business necessity of baggage exceeding our normal guidelines.
- Airline fees associated with entertainment or other flights perks are not allowable.
- Personal Auto Documentation Requirements:
- Mileage to airport is only allowable up to the distance over and above normal commute miles.
- Actual mileage to the airport is allowable if departure or arrival date is not a regular work day, or you are being dropped off/picked up at airport to avoid airport parking charge.
- Attach Google map, mapquest.com or other online verification of mileage claim when personal car is used for travel.
- Mileage will be paid at Federal rate (from Schedule of Allowable Rates) up to the cost of airfare for same destination, unless written justification for having a vehicle as part of the business purpose of the trip; in which case, traveler may be reimbursed mileage up to the sum of airfare and the cost of contracted car rental.
- Lodging Documentation Requirements:
- We reimburse only lodging and taxes for single occupancy rates.
- Itemized receipt must be on hotel letterhead with property contact information if we have questions.
- Non-Conventional Lodging (staying with family or friends or camping) can be paid at the rate of $20 per night:
- no documentation necessary
- list “Non-Conventional” in chain
- Meals Documentation Requirements:
- We will only reimburse meal costs AFTER the trip, on Final Reimbursement form.
- We recommend travelers claim Federal Per Diem rates for meal reimbursement.
- Business Meals should be claimed on the “Other” line, and have very specific requirements.
- Departments are encouraged to deduct meal value when a meal is provided to the Traveler.
- Alcohol cannot be charged to funds 1001 or 5000.
- Extended Day Travel: (> 10 hours; > 100 mi.) can be reimbursed for actual cost of one meal not to exceed $15. Must have original receipt.
- Conference Fee Documentation Requirements:
- For Publicized Conferences (such as annual meetings, association conferences, etc) Departments MUST submit documentation containing:
- Dates of Conference
- Name and general purpose of Conference
- Schedule of Meals provided by the conference (if any)
- If your business travel purpose is not connected to a publicized meeting or conference, then we will rely on declarations made at the time of Register Trip for Business Purpose documentation.
- For Publicized Conferences (such as annual meetings, association conferences, etc) Departments MUST submit documentation containing:
- Car Rental Agency Documentation Requirements:
- We will reimburse the cost of rental and taxes, but not additional insurance.
- Travelers should use contracted car rental agencies so insurance is included in the rate.
- Departments will pay $3 per day insurance surcharge at Final Reimbursement when contracted car rental agencies are not used by Traveler.
- Insurance Surcharge Documentation Requirements:
- If Traveler did not use contracted car rental agencies, or did not use the contract, insurance surcharge applies.
- Enter the number of days from the Car Rental receipt, and travel application will charge your department $3 per day.
- Insurance surcharge is held by Risk Management to off-set uninsured claims.
- Taxi, Bus, etc. Documentation Requirements:
- Travelers should collect actual taxi receipts, but instances of taxi expense under $25 each can be summarized on log with dates, destination and cost.
- Parking Documentation Requirements:
- Airport parking, not to exceed amount outlined on Schedule of Allowable Rates may be reimbursed with original receipt.
- Hotel parking may be reimbursed when car is necessary for business purpose of trip; Hotel receipt required.
- Combine all parking expenses on the “Parking” expense line.
- Other Documentation Requirements:
- Original receipts with final amount and proof of payment for all “other” expenses
- Audit fee Documentation Requirements:
- No documentation required.