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Add ATTACHMENTS.  Receipts must contain the itemized purchase and payment information.  If a receipt does not indicate method of payment please check with the vendor for a complete receipt.  If one is not available please attach the credit/bank statement that lists the matching transaction.

Transportation Receipts:

Airfare/Direct Billed:  Final itemized itinerary receipt with cost information.  Do not add as a line item expense since you will not be reimbursed.

Airfare:  Final itemized itinerary with proof of payment.  If this is an exchanged ticket the original itemized/paid ticket is required for proof of payment.

*Airfare related expenses for class upgrade, seat upgrade, airline club, or early-bird check in are not reimbursable. See Travel Planning Tips

Ground Transportation: Public transportation, train, taxi, or other paid transportation receipts should include date, location, destination, payment.  Tips up to 20% of subtotal are eligible for reimbursement.

• UBER/LYFT/Other Car Service/TAXI Receipts should be organized and file named by day/destination. Example: 102517 Airport to Hotel.  Each receipt must match a entered expense. 
• If you have multiple ground transportation receipts you can organize them by date/destination and scan them as one file.  File name them as Expense/Date Range. Example:  Ground Transportation 102517 to 103117

Mileage:  Mapquest with destinations. 

Lodging Receipts:

Hotel/Airbnb/HomeAway:  Folio must contain itemized dates of stay, room rate, applicable taxes, fees, and payment information.  Lodging expenses for a single occupant standard room or one bedroom rental are eligible for reimbursement.

Travel Websites (Expedia/Priceline/Hotels.com):  The vendor invoice should include the same information as a folio: itemized dates of stay, room rate, applicable taxes, fees, and payment information.  Note that travel insurance is not reimbursable.

Other Receipts:

Baggage Fees: Baggage fee itemized paid ticket or airfare receipt.  One baggage fee per destination trip is eligible.  A round-trip flight can include one fee to destination and one fee to return destination.

Telecomm Expenses:  Hotel Wifi or purchased public wifi is eligible for business related telecommuting. 

Conference Fee: Itemized invoice with proof of payment.  A card/bank transaction line item is not eligible without proof of registration.

REQUEST NOTES:

Communicate any pertinent information. 

TRAVEL INFORMATION:

Verify Dates of Travel, Destination and add Departure/Arrival Times

ADD EXPENSES:

Select the expense type from the drop down box and enter information for each claimed item.  The Traveler must complete this section in order to claim an expense.  Uploading a receipt does not translate to a claimed expense unless entered in this section.

Meals:

Per Diem: The daily per diem rate is $51.  It is broken out $8 breakfast, $13 lunch, $30 dinner.  A full day per diem can be claimed if the traveler departure/arrival times encompass all three meals.  The per diem will be adjusted if the traveler departure/arrival time does not.  Example: Traveler departs at 5pm.  The dinner $30 per diem can be claimed.

Once all expenses are entered verify the items as they appear in each section.  You can remove an item by selecting the X at the end of the expense.  You can add more expenses via the drop down box.

The expenses will calculate and appear as an Estimate Total.

Verify the Estimate Total, select Reimbursement Method (Direct Deposit or Mailing Address), and add any relevant Expense Notes.

Select – CONTINUE to assign document for approval

Travel Reimbursement Request: Assign

Choose Assignee

Assign To:  Group

• Assign to Theatre and Dance Finance Team

Assignment Note

• Provide information to Assignee regarding request. 

Click – ASSIGN

Once your REQ has been assigned you can track it via the HISTORY tab across the upper end of the REQ or via the homepage.

When the REQ reaches the Finance Office and has been submitted to the Office of Accounting for approval the requester will be able to track their reimbursement in the REQ, below Attachments a REQUEST INFORMATION section will appear with confirmation of approval and a link to WHERE’S MY CHECK