Travel Reimbursement Procedures

1. Complete this form within 60 days of payment with as much detail as you possibly can, including the **REQUIRED** section with detailed expense justification (Who, What, Where, Why & When). 

2. Print the form, sign it (as payee), attach receipts, and give everything to Program Coordinator.

3. Receipts for hotel, flight, conference registration, ground transport, and exact food purchases must accompany the form. You should also include a printout of the "about" page from any conference attended.

4. You can include receipts from meals for exact reimbursement, but you can also be reimbursed using a standard food per diem amount. If you spend less on meals than the allowed per diem amounts, it is to your advantage to submit exact receipts in case you are able to save money to be used in additional travel.

-- Look up per diem rates for U.S. travel here.

-- Look for per diem rates for international travel here.

NOTE: The food per diem rate for the first and last day of travel is provided at 75% of the regular, full food per diem rate.

NEW: All meals must have receipts to be reimbursed, and may not go over the per-diem rate for the area.

5. Do not give your form and receipts directly to someone in the Financial Services Office [unless you are being reimbursed from some other source of funding].

Expenses that can be reimbursed before the travel:

Conference registration

Airfare

Lodging per diem -- if lodging has been paid ahead of time (e.g., AirB&B), it can be reimbursed prior to the trip

Expenses that can NOT be reimbursed before the travel:

Lodging per diem -- if lodging is in a hotel paid at check-out, it must be reimbursed after the trip

Food per diem or actual expense (with receipts)

Ground transport