Travel

Ocean with Sun

Other Transportation

Bus, Train and Subway

The University only reimburses for Bus, Train and Subway expenses. These are not allowable prepaid expenses. In order to get reimbursed for any of these expenses a receipt must be submitted showing paid. When claiming the above expenses they should be recorded in the Chrome River expense report. They should be submitted under the Ground Transportation tile and then choose the corresponding tile. Any expenses besides to/from the airport by bus, train or subway requires a written explanation of the business purpose to be included.

Parking and Tolls

Parking and Toll expenses are a reimbursable expense only after the trip takes place. These expenses are reimbursable when incurred while traveling on official state business only. A receipt is required for parking and tolls. To enter the parking and toll expenses in Chrome River click on the Ground Transportation tile and select parking or tolls. Please make sure you enter the receipt date into Chrome River where it asks for the date.

To and From the Airport

When an employee is traveling to and from the airport there are three options to choose from.

  • Actual cost of a taxi or airport shuttle
  • A private car can be used which will be reimbursed at the standard business mileage rate set by the IRS for a maximum of two round trips with no parking charges.
  • A private car can be used which will be reimbursed at the standard business mileage rate set by the IRS for a maximum of one round trip plus parking charges.

A receipt is required for reimbursement for the taxi/shuttle and parking at the airport. These expenses should be entered onto the expense report after the trip is over under the Ground Transportation tile and the type of expense that is being claimed. Please note that parking and taxi expenses must have the receipt date entered into Chrome River where it asks for the date.

Boat in water

Gas

Fuel expenses are reimbursable expenses only after the trip has taken place. The only way the university reimburses for gas is when the traveler is driving a rental car. The gas receipt is required and must show the price per gallon and the number of gallons purchased. These expenses should be entered in the expense report under the Ground Transportation tile and then choose the Fuel tile.

For Additional Information about other transportation

Documentation Standards

This guide will assist you on the correct documentation that is required for all expenses.