Documentation Guidelines
The following table includes the documentation guidelines for travel and entertainment expense incurred for University business.
Type of expense
|
Documentation—Attach to Expense Report1
|
Information required for Expense Report
|
| Airfare, economy class |
Original itinerary and receipt |
- Dates of travel
- Business purpose
|
| Airfare, business class |
Original itinerary, receipt, and written exception approval (e-mail approval acceptable) |
- Dates of travel
- Business purpose
|
| Rail or bus travel |
Original itinerary and receipt |
- Dates of travel
- Business purpose
|
Rental car
|
Original rental contract and receipt
|
- Dates of rental
- Business purpose
|
Personal car
|
No receipt
|
- Dates of travel
- Starting and ending points of trip
- Actual miles driven multiplied by IRS standard mileage rate
- Business purpose
|
Hotel--actual expense method
|
Original receipt itemizing all charges to the room
|
- Dates of stay
- Business purpose
|
Hotel--per diem method
|
No receipt
|
- Dates of stay
- Business purpose
|
Travel meals--per diem method
|
No receipt
|
- Dates of expense
- Business purpose
|
| Travel meals--actual expense method
|
Original itemized receipt (not just charge slip)
|
- Dates of expense
- Business purpose
|
| Business meals |
Original itemized receipt (not just charge slip) |
- Dates of expense
- Attendees at the meal and their affiliation with University
- Business purpose
|
| Business entertainment |
Original itemized receipt (not just charge slip)
|
- Date of event
- Attendees and relationship to University
- Description or type of entertainment
- Business purpose
|
| Gift in lieu of lodging |
Not to exceed $75 – receipt must be provided, if available
|
- Dates of stay
- Business purpose
|
| Cash advance |
Signed receipt for advance
|
- Date of advance
- Business purpose
|
1 Original itemized receipt required for any expense of $50 or more.
