Travel and Expense Reimbursement
The Travel Expense Report and Payment Request Form have been developed to assist individuals in providing the detailed information required for compliance with College policies and Federal expense substantiation requirements. Expense documentation must be submitted within a reasonable period of time, defined by the IRS as 60 days after the expenses were paid or incurred. In rare and exceptional circumstances, documentation submitted after 60 days must include a written explanation and requires the additional approval of the appropriate Dean or Vice President.
The Travel Expense Report or Payment Request Form (for expense reimbursement unrelated to travel) should be filled in completely with the original detailed receipts attached; monthly charge card statements do not constitute original receipts. As with any College payment, original documentation and original receipts are necessary to substantiate expenditures and eliminate the possibility of duplicate payments. In cases where receipts are difficult to obtain, individuals may keep a log of the expenses to submit with the Travel Expense Report or Payment Request Form. Unreceipted expenses should not exceed $35.00 per day, excluding meals, and are reimbursable to the extent that there was an actual out-of-pocket expense incurred. In the rare case that a missing receipt(s) exceeds the $35 threshold, a Missing Receipt Affidavit must be completed and submitted in order to obtain reimbursement. See Meals & Lodging for information on meal receipts.
Travel advances including advances for airline tickets and conference registrations must be included on the Travel Expense Report and will be deducted before reimbursement funds are issued.
Travel expense reports and payment request forms must be signed by the requester, approved by the appropriate Department Head, Dean or Vice President, and submitted to Cashiering for check processing. Checks are produced weekly on Thursday and will be mailed to the individuals’s home address. Expense reimbursements for amounts less than $150 may be paid in cash.