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Expense Substantiation

Regulations issued by the Internal Revenue Service and other College sponsoring agencies require that the College maintain a policy whereby employees must account for all advances, allowances and other reimbursements of expense.

The College will reimburse employees for reasonable expenses incurred while conducting College business. The Business Expense Reimbursement Form must be properly completed and approved by the traveler's supervisor (or the appropriate individual responsible for the College account string).

Expenses are reimbursed on an actual cost basis. Original receipts must be submitted for all lodging and entertainment expenses (regardless of amount) and for all other expenses of $75 or more to comply with IRS regulations. However, departments may elect to require receipts for all expenditures over $25. Each trip must be reported on a separate Business Expense Reimbursement Form.

If receipts are not available, an explanation in writing must be provided, specifying the date, place, person(s), purpose, cost of the expense incurred and must be approved by the traveler's supervisor. In cases where receipts are difficult to obtain, the employee may keep a detailed log of the expenses to submit with the Business Expense Reimbursement Form.

The College will not reimburse travel expenses that have been or will be reimbursed from any outside agency.

Expense reimbursement for any non-Dartmouth employee accompanying the traveler will be subject to all appropriate taxes.

Last Updated: 5/18/10