Before turning in a travel reimbursement, please check the following:
- Update the Departure/Return dates & times that are listed on the reimbursement.
- Mileage rate is $.50 cent per mile when a state car is not available.
- The reimbursement request needs to have the budget authority signature.
- Airline Ticket Receipt & boarding passes are included.
- Hotel bill shows a -0- balance or a receipt is included showing payment with an itemized receipt.
- Hotel bill notes the rate for a single occupancy.
- All expenses claimed on the reimbursement sheet must have original receipts except for meals.
- The reimbursement request must have the traveler's signature.
- Business Entertainment for meals must have an itemized receipt.
- Need to remove from the rental car receipt any insurance charges, additional driver expenses and any upgrades.
- Need meeting itinerary to determine if any meals were provided. Must show place and dates. If no itinerary, something that will provide us with the information like a website.
- All small receipts or documents must be taped onto an 8 1/2 x 11 sheet of white paper.
- Any exceptions or unusual activity requires explanation.
- All foreign receipts that are in foreign currency should be converted to US dollars using FX Converter web site www.oanda.com/converter/classic. The converter sheet needs to be printed out and submitted with travel.
Once all of this is complete please print the E-Travel Reimbursement Check request and send to the Travel Office with supporting documentation to be processed within the 30 calendar day.
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