Embedded Files
GRASSHOPR reimburses its participants up to $250 spent on mini-course materials (including tax, which is a new development as of 5/27/10). We also reimburse for mileage traveled to and from the participant's school, if a personal vehicle is used; total reimbursement is not to exceed $250 per mini-course. Contact the program coordinator if you have any questions or need to make alternative arrangements.
IMPORTANT: Only itemized receipts will be reimbursable.
Reimbursement paperwork must be submitted no more than 30 days after its corresponding purchase or drive was made.
The final date for all reimbursement paperwork to be submitted is June 15, 2011.
INSTRUCTIONS:
Please read thoroughly, as these forms need to be completed in a precise way!
Download the GRASSHOPR Travel Reimbursement Form (Reimbursement2011.xls), located at the bottom of this page.
Complete the GRASSHOPR Travel Reimbursement Form:
This form requires your signature, and must be done by hand. Please use a pen, not a pencil.
Because reimbursement paperwork must be submitted within 30 days, you may need to fill it more than one form over the course of the semester.
Complete all items. Indicate "GRASSHOPR Mini-Course Instructor" as the business purpose for the expenditure.
Driving/ Mileage:
If you did not drive to your school using your own vehicle, write "N/A" for all 4 items in the "LEFT FROM" section. You will not need to complete the Trip Documentation Form.
If you drove to your school using your own vehicle, you'll need to complete the 4 items in the "LEFT FROM" section. You'll also need to complete the Trip Documentation Form (Excel), which you should download at the bottom of this page.
"LEFT FROM (Location)" - write the street address you most often departed from. This will likely be your home address or a place on campus.
"ON (Date)" - write "See Trip Documentation Form."
"DROVE TO (Location)" - write the NAME of your school.
"BACK HOME ON (Date)" - write "See Trip Documentation Form."
Open the Trip Documentation Form.
List the dates on which you drove to and from your school in the "DATE" column. If you need to add rows because you made more than 10 trips, please do so.
List the exact address from which you left for each trip (even if they're all the same) in the Departure Location" column.
List the exact address of your school in all cells of the "Arrival Location" column.
Go to Google Maps (you can use another trusted driving directions site, if you wish).
Click on "Get Directions," then type the street address(es) of your departure location(s) as point A, and your school's address as point B.
Make sure "By car" is selected and then click "Get Directions."
Print these directions. They will need to be submitted along with all other materials as verification of miles traveled.
TIP: Use the "Print" link located in the blue bar at the top of the map, rather than using file-->print in your browser's menu.
Make note of the exact distance between points A and B.
Type the exact distance of each trip in the "Total Miles" column of the Trip Documentation Form.
Add the total miles for all your trips. This number is your grand total.
NOTE: there is a formula in the spreadsheet which adds up all your totals, but please double-check this to make sure everything is accurate in the event that the formula does not function properly.
In the "Personal Auto" line of the GRASSHOPR Travel Reimbursement Form:
Record your grand total for the "_______ Miles" item.
Multiply your grand total by .55 (the current IRS rate) and record this number in the item preceding the web address http://www.payments.cornell.edu/IRS_Mileage_Rates.cfm as well as in the "Transportation Total" item, located beneath the web address.
Purchases/ Receipts:
IMPORTANT: Only itemized receipts will be reimbursable. If you have a receipt that does not list the item(s) you purchased, please do not include it with the rest of your paperwork!
Tape each receipt to a sheet of letter size paper (8 1/2" x 11"), as pictured to the right.
If a receipt is longer than the sheet of paper, you may cut it and tape the 2 halves side by side.
Only 1 receipt should be taped to each sheet of paper.
Circle the date of purchase and total on each receipt.
Add the totals of all your receipts and record this number for the "Miscellaneous (please explain)" item. The explanation should be entered as "Mini-Course materials (total)."
If you have purchased materials that are not for obvious educational purpose (such as scientific equipment, food items used for experiments or demonstrations, etc.), please attach a brief written explanation of the instructional use for the purchases.
Final Steps:
Add your Transportation total and Miscellaneous total. Record this number for the "TOTAL EXPENSES" item as well as the "Amount Due Payee" item.
The Public Service Center will enter the account number, object, project, etc. for you, so you do not need to fill in the final table.
However, do be sure to sign the form at the bottom.
If you completed a Trip Documentation Form, print it out.
Staple all your papers together with your GRASSHOPR Travel Reimbursement Form on top, your Trip Documentation Form (if you drove) second, your printed driving directions/ mileage confirmation (if you drove) third, and your receipts (in chronological order) last.
Bring this packet to the Public Service Center (200 Barnes Hall) during business hours and leave it with Rachael Ryerson. The assistants at the front desk can help you if Rachael is not in.
This process was created in accordance with policies and requirements set by our Business Services Office. Thanks in advance for your attention to detail.
If you have any questions about this process or getting reimbursed in general, please email us at grasshopr@cornell.edu.
Page updated
Report abuse