TRAVEL REIMBURSEMENT Instructions and Requirements

Timely processing of your travel reimbursement requires you to submit a TRAVEL EXPENSE STATEMENT (TR) prepared in accordance with audit and university policies. The documentation requirements and policies are outlined below.

Please complete this form and submit with all receipts to Carol or Chris in the Business Office suite 221.

Note: The TRAVEL EXPENSE STATEMENT will automatically total if completed electronically

RECEIPTS (original and itemized) must be listed as noted on the TR.

- Receipts per each date of travel must be turned in on separate sheets of paper sorted in chronological order.

- All receipts are scanned in accounting. Any receipt smaller than 8.5 x 11 must have all edges taped down to one side of an 8.5 x 11 sheet of paper with no receipts overlapping.

- Circle receipt totals in ballpoint pen, as highlighting does not scan or copy.

A) MEALS: Meals can either be claimed as a per diem or by actual expense not to exceed meal limits BUT NOT BOTH WAYS ON THE SAME TRIP. Actual expenses are $ limited. All actual meal expenses are to be entered, isolating alcoholic beverages on a separate line.

i. Grants do not allow Alcoholic beverages.

ii. Use of Actual expenses are $ limited. These limits include meal, drinks and tips. After entering actual meal expenses, deduct the applicable overage amount on the line Less Non-WU Reimbursement, and state this overage with comment in the Remarks.

iii. If you have no receipt (e.g., you are part of a group meal, and you paid a portion of the total), please comment in the Remarks. If the meal is above the limit you must note in the Exception Approval Explanation (requiring Dean approval).

iv. Between-meal beverages and/or snacks are entered on the Other or Non-Itemization of Meals <$50 line.

v. If you are a WU employee buying a meal for another WU employee, actual total cost is entered in meal section, with brief explanation (names, lab) entered in Remarks.

B) TRANSPORTATION: Transportation other than by air must not exceed non-refundable, economy coach class air fare. Print an Orbitz.com (or comparable) air fare, during that same time period. If you take another mode of Transportation and it exceeds air fare, deduct the overage, enter as Less Non-WU Reimbursement, and comment in the Remarks.

1) Airfare, Line 2 – E-ticket itinerary, reservation confirmation or the passenger receipt are viable receipts. Documentation must indicate non-refundable, economy coach class (business class allowed only during international travel with more than five hours per flight), and must indicate payment was made. Please note: Checked bag fees are reported on Line 12 or lower.

2) Train Fare – Line 12 or lower - Rail rate only

3) Rental Car and Gas - Line 4 - Domestic (US) car rental MUST NOT include insurance, as it is non-reimbursable. (EXCEPTION: International travel).

4) Personal Car. Mileage is reported on line 5. DO NOT CLAIM GAS WHEN YOU USE YOUR OWN VEHICLE.

C) LODGING:

1) Lodging –Line 3 – Room and taxes per day are entered in appropriate date columns. Food and internet charges are allowable and entered accordingly. Refreshment Center/Honor Bar/Exercise Facility/Laundry charges are not allowable. The original paid hotel bill is required.

2) Reservation confirmation, indicating locked-in price (e.g., Orbitz, Expedia, etc.), is required when you aren’t issued a paid bill at hotel (comment in Remarks). In these cases, internet and food charges are billed separately by the hotel and must be submitted.

3) When sharing lodging w/another, try to get your own receipt. If shared w/WU person (and each paid w/credit card), submit copy and name with whom room was shared (Remarks) as documents should be cross-referenced. If shared w/WU person, and you paid back your portion w/check, the front and back of the cancelled check (from internet banking) must be submitted. If non-WU individual, submit copy and state remarks in Exception Approval Explanation.

4) When you stay with someone who lives in conference area, please comment in the Remarks.

D) REGISTRATION: Documents the business purpose for the trip.

1) Electronic receipt confirmations from conference/professional organization/workshop (including price) is viable. Name tag (with prices on reverse side) is also viable. Documentation must include participant name, amount paid, and have organization’s logo or other professional marking.

2) If business purpose for trip is not conference, there must be some other form of documentation justifying the trip (e.g., if invited to lecture, must provide invitation to speak, etc.).

E) GROUND TRANSPORTATION/PARKING:

1) Missing receipts for Metro, subway, etc., are entered on Line 7, with Remarks.

2) Missing receipts $30+ (taxi, long term parking, etc.), are entered on Line 7, with comments entered in Exception Approval Explanation.

- Spouse travel expenses are unallowable (exception: when spouses travel as individual entities (e.g., conference participants, guest speakers, etc.). This must be stated in remarks e.g., “traveler and spouse traveled as individual conference participants”.

- If the spouse was not traveling as an individual entity, those expenses must be deducted from the traveler’s claimed expenses, and so stated in remarks, e.g., “spouse accompanied traveler; no expenses claimed; conference room rate unaffected by the occupancy”.

- Lines below line 11 are for expenses as checked bag fee, abstract submission fee, etc...

- Include funding source in “fund” column of expenses by account.