lonemountain     
Overview of the campus
People walking on Lone Mountain
flowers_150   
Negoesco soccer field at the University of San Francisco     
churchdomes_150  
Golden Gate Bridge at noon  

Travel and Entertainment Policy - Appendix C

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