Reimbursement Requirements

Reimbursement Requirements

**Reimbursement requests submitted on Monday by 3:00 p.m. will be ready for possible pick up on Friday Afternoon**

Here are some guidelines to make sure your reimbursement gets processed in a timely manner:

 Submittal Time Frame: All reimbursement requests must be submitted within 10 working days.

 Pre-Approved Travel: Travel must be pre-approved and budgeted for by using the Travel Authorization form. (attached)

 Original Receipts: All receipts must be original. Credit card statements will not work as a receipt.

 Packing Slips: Please make sure you save the packing slip for items you are requesting to be reimbursed. The packing slip serves as proof of delivery and used for tracking. All deliveries are to go through our Central Service Office here at Woodbury, not to your home or another place of business.

 Boarding passes: Please do not toss your boarding pass. Please hold on to them and attach them along with the airline payment receipt and reimbursement form.

 Extra Airline Charges: For extra charges, (i.e. luggage charge), please make sure you obtain a receipt.

 Restaurant Receipts: Please make sure when you turn in your restaurant receipts, you:

 turn in the receipt with the detailed order along with the receipt with the total amount clearly stated, including tip

 list the names of all individuals that you dined with on the back of the restaurant receipt or on the reimbursement form

 please state the business purpose of the meeting

 Hotel Receipts: Please make sure you attach the original receipts. A receipt from the hotel upon your departure is necessary for reimbursement.

 itinerary or pre-payment receipt from the internet will not work

 movies, alcohol and personal phone calls are not reimbursable

 Room Service: Please make sure to keep all of the room service receipt(s) and attach it to your hotel room bill.

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 If room service is noted on the hotel billing and no receipt is attached, the room service will be deducted.

 Conference Receipt Requirements:

 Must be an original receipt that shows the cost of the conference.

 Please submit an itinerary showing start and stop dates of the conference. Start and stop dates are crucial for lodging and food reimbursements. (programs or flyers are also helpful if they are attached)

 Account Numbers: Please make sure each item or receipt has the account number(s) on it. (ex: 55-7620)

 Signatures: Please make sure ALL appropriate signatures are on the request before turning it in.

**Any reimbursement under $100 can be brought to the business office -- with all the above completed -- and request cash.

Emailed & Updated: Oct. 13, 09