Travel Policy > Receipts
Receipts Required
Receipts Not Required
Lost Receipts
Phone calls are to be itemized as miscellaneous expenses and are subject to the $5 per day cap for miscellaneous expenses. When using a personal cell phone or calling plan, the traveler's reasonable estimate of the expense will be accepted. Reimbursement for use of a personal cell phone may be included as a miscellaneous expense subject to the $5 per day cap, or be subject to policy BS19. The traveler may determine which method best fits the circumstance.
Local Subway/Metro/Bus - Receipts are not required for these expenses for CONUS travel and are not to be collected.
Miscellaneous
The University will reimburse actual miscellaneous expenses incurred up to a combined total of $5 per day with no requirement for receipts for CONUS travel. This reimbursement is intended to cover expenses appropriate for travel but for which receipts are not generally available, such as:
* ERS is an online reimbursement-processing system that will be rolled out in several phases beginning in January 2007. Employees who are not yet using ERS are to continue using SRFC for reimbursement and should start using the new travel support form (pdf) for backup.
Receipts
Receipts Required
Receipts Not Required
Lost Receipts
Receipts Required
Communication Expenses
All costs for business communications will be reimbursed, including costs to send and receive faxes, phone calls, documents, and packages and costs to prepare and copy meeting materials. Connections to Internet services will not be reimbursed from sponsored research projects, but are eligible for reimbursement from other sources. Receipts are required for all of these expenses.Phone calls are to be itemized as miscellaneous expenses and are subject to the $5 per day cap for miscellaneous expenses. When using a personal cell phone or calling plan, the traveler's reasonable estimate of the expense will be accepted. Reimbursement for use of a personal cell phone may be included as a miscellaneous expense subject to the $5 per day cap, or be subject to policy BS19. The traveler may determine which method best fits the circumstance.
Receipts Required for CONUS Travel (continental United States)
- Lodging
- Commercial transportation
- Car rentals
- Business group meals one hosts
- Any expense which the traveler does not wish to classify as miscellaneous subject to the miscellaneous daily reimbursement cap
Receipts Required for O-CONUS Travel (outside the continental United States)
Business expenses that are not included in the per diem require receipts for reimbursement. Meals, lodging, and incidentals are included in the per diem and typically do not require receipts for reimbursement; however, lodging receipts may be required for travel on some types of funds. Written approval from the Budget Administrator is required in advance of the trip if all O-CONUS travel is to be reimbursed on an actual basis. IRS regulations require that if the actual reimbursement method is approved, all expenses for the entire trip must be claimed on an actual basis and supported by receipts.Receipts Not Required
Receipts Not Required for CONUS Travel
Meals - Receipts are not required for meals for CONUS travel and are not to be collected.Local Subway/Metro/Bus - Receipts are not required for these expenses for CONUS travel and are not to be collected.
Miscellaneous
The University will reimburse actual miscellaneous expenses incurred up to a combined total of $5 per day with no requirement for receipts for CONUS travel. This reimbursement is intended to cover expenses appropriate for travel but for which receipts are not generally available, such as:
- Baggage handling and storage
- Parking meters
- Phone calls and use of one's personal calling plan or cell phone
Receipts Not Required for O-CONUS Travel
Meals, lodging (in most cases), and incidentals will be reimbursed on a per diem basis for O-CONUS travel. No receipts are required for reimbursement.Lost Receipts
When a receipt is lost, the traveler must make a good faith effort to obtain a duplicate, which is typically possible when one pays with a credit card. If a duplicate receipt cannot be obtained, the traveler will provide a written explanation within ERS.* In the event there are three occasions of lost receipts, reimbursement will require review by the Office of the Corporate Controller.* ERS is an online reimbursement-processing system that will be rolled out in several phases beginning in January 2007. Employees who are not yet using ERS are to continue using SRFC for reimbursement and should start using the new travel support form (pdf) for backup.