1.Familiarizeyourself Withthebusinessandtravel Expensepolicy

Traveler’sChecklist

1.Familiarizeyourself withtheBusinessandTravel ExpensePolicy

2.Requestapprovalfortrip

a.usethisformOR

b.send anemail requesttoyoursupervisor

3.ArrangeTravel

a.Use thetravel portal:Airlines,Amtrak,Lodging,PATHand NJTransit

b.For domesticcar rentalusethepreferred providers,contact

c.Payforthe travel,retaining ALL receipts,using:

i.YourPcard

ii.DepartmentalPCard

iii.PersonalCredit Cardorother“employeeoutofpocket” method

You can bereimbursedbyStevensunderan“accountable”plan–withthe amountsubstantiatedbyreceiptsand explanation

4.Travel

a.Expensesincurred during travelcan bepaidusing

i.YourPCard

ii.DepartmentalPCard

iii.PersonalCredit Cardorother“employeeoutofpocket” method

You can be reimbursed byStevensunderan“accountable”plan–withthe amountsubstantiatedbyreceiptsand explanation

b.Keep allreceipts

i.Meal receiptsneedtobetheitemized showingfood,beverage,tax,gratuity…allalcoholMUSTbeitemized

5.Within 30days ofreturn from travel,submitaTABER(Travel andBusinessExpenseReport)

a.Pleasebesuretouse themostcurrentversionof theTABERform.

b.Completeall fieldsthatapplytothebusinessexpense.

c.Expensesmustbebrokenoutand reported inthe specificcategorieslisted ontheTABER.

d.Foreachtrip/eventyoumustchosetoeitherusethe perdiemamountortheactualexpenseamountforthe entiretrip/event.Youcannotmix andmatchforeach identifiabletrip/event.

e.If choosing tobereimbursedfor actual expenses,thenitemizedreceiptsare required forallmeals/food.Allalcoholmustbelistedseparately.

f.Formileagereimbursementusing yourpersonalvehicle:

i.Attacha googlemaps/mapquestshowingtherouteand thetotalmileagewhichagreeswith therequestedmileagereimbursement calculation

ii.VisitMileageReimbursementRateInformationwebpage to ensureyou are using themostcurrent rates

g.Secure all required signatures.

h.Prepareorhave aDV prepared onyourbehalf

i.Scan andelectronicallyattach all backupto theDV,including theapprovedTABER.Nopapercopies arerequired byAP.Youmayretaintheminthe department until theDVhasgonetoFINALstatus.

2/22/2017