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 & Entertainment

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