OTHER EXPENSES AND RECEIPTS

Policy Steward:  Office of the Corporate Controller

Table of Contents:

  • Other Expenses
  • Receipts Required
  • Receipts Not Required
  • Lost Receipts
  • Further Information

  • Other Expenses

    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 that are not submitted with a detailed itemized bill are subject to the $5 per day cap for miscellaneous expense.

    Receipts Required

    Receipts Required for CONUS Travel (continental United States)

    Receipts Required for OCONUS Travel (outside the continental United States)

    Meals, lodging, and incidentals will be reimbursed on a per diem basis, but all other valid business expenses require receipts for reimbursement. Lodging receipts may be required for travel on some types of funds. Written approval from the Budget Executive with consultation with the Financial Officer is required in advance of the trip if either the lodging and/or meal OCONUS travel is to be reimbursed on an actual basis. IRS regulations require that if the actual reimbursement method is approved, all lodging and/or meal expenses for the entire trip must be claimed on an actual basis and supported by receipts. Please note that the traveler is permitted to claim actual expenses for OCONUS without approval or receipts if the actual expenses total less than the permitted OCONUS per diem.

    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 and Tolls - Receipts are not required for these expenses for CONUS travel and are not to be collected.

    The University will reimburse actual miscellaneous expenses incurred up to a combined total of the $5 per day cap 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:

    The per diem rates for meals and incidentals established by the General Services Administration of the federal government include the established per day cap for incidentals for all locations. Any tips or gratuities paid to service personnel, whether related to meals, lodging, or other services, are included in this meal and incidental per diem and will not be reimbursed separately.

    Receipts Not Required for OCONUS Travel

    Meals, lodging (in most cases), and incidentals will be reimbursed on a per diem basis for OCONUS travel. The $5 miscellaneous expense is built into the OCONUS per diem rates and therefore does not apply to OCONUS travel. No receipts are required for reimbursement if the per diem basis is used.

    Non-Reimbursable Expenses

    Expenses which may be incurred due to University business travel, but which are personal in nature, such as laundry, dry cleaning, grooming services, dependent care costs, pet-sitting/boarding and house-sitting expenses, are not reimbursable or payable by the University, from any source of funds.

    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, or may be asked to complete the Substantiation Form for Lost or Unobtainable Receipts Form used for the purchasing card.

    FURTHER INFORMATION:

    For questions, additional detail, or to request changes to this policy, please contact the Office of the Corporate Controller.


    Effective Date: July 1, 2015
    Date Approved: July 1, 2015
    Date Published: July 1, 2015

    Most Recent Changes:

    Revision History (and effective dates):

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