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A Travel & Entertainment Expense Voucher must be completed within
10 business days after an employee returns from a trip. This form must be
completed in all cases in which an airfare has been purchased. Travelers
may not authorize reimbursement of their own travel expenses or expenses
of individuals who traveled with them.
The rates used in converting foreign currency to United States funds must
be included in the Travel & Entertainment Expense Voucher. The rates
should be those in effect at the time of the transaction, not those in effect
at the time the reimbursement form is completed and submitted. The traveler
is responsible for converting the foreign currency to United States funds
on the reimbursement form. For more information on foreign currency conversion,
visit www.oanda.com/convert/classic.
The following information must appear on the Travel & Entertainment Expense Voucher:
- The individual requesting the reimbursement (normally the traveler).
- The appropriate authorized signer for the College account number(s)
listed.
- Original itemized receipts must submitted in accordance with College
policy.
- If the travel arrangements were not made through the College Travel
Office and the airfare was not charged directly to the department account,
the original airline ticket must be submitted.
- When requesting reimbursement for rental vehicles, the original itemized
rental receipt or agreement must be submitted with the Travel &
Entertainment Expense Voucher. Credit card receipts and other forms
of payment proof are not acceptable documentation.
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