Handbook of Business Procedures

11.5.4. RECEIPTS

A. Introduction

In order for requests for reimbursement of travel expenses to be approved, receipts are required and must be submitted to Travel Services.

Travel Services

B. Required Receipts

The following original receipts are required for reimbursement:

• Airline ticket receipts if the traveler paid for the ticket
• Car rental receipts
• Gasoline receipts
• Taxi, bus, or train receipts for travel between cities
• Lodging receipts which must include the hotel/motel, or short-term rental folio card showing itemized costs
• Itemized meal receipts when rules allow exceptions to the limits
• Registration receipts if registration was paid for by the traveler
• Miscellaneous expenses

Receipts are not required within a city for all other transportation, but the expenses must be itemized by date, locale, type, point-to-point, and amount. Receipts for parking expenses are not required.

C. Submitting Receipts

Records of travel expense reimbursements are imaged for long-term storage. Prepare and submit receipts as instructed by Imaging and Documentation Services:

• Imaging: Document Preparation
  • Image Preparation /Correction
  • Cover Sheet
  • Fields to Mark Through
  • Preparing Electronic Documents
  • Preparing Paper Documents
• Submitting Vouchers for Imaging
• Reminders:
  • Do not cover relevant information on receipts 
  • Receipts with information on two sides will need to be viewable thus copy one side of receipt and then use the other side of receipt for imaging or provide a photo of both sides of receipt
  • Foreign receipts should note the exchange rates being used.
  • Receipts should be attached to a voucher transmittal form before being sent to Imaging & Documentation Services for imaging. 
     

Travel Services

Part 11. Travel - Table of Contents