Common Travel Expenses
Common travel expenses and the documentation required
| Expense | Documentation that can be used to support claim |
|---|---|
| Mileage | A map of the route to affirm the trip mileage |
| Per Diem | If attending a conference or other paid event, include the conference agenda to validate the per diem meals claimed. Per diem may not be claimed for meal periods included as part of the event. |
| Lodging | Reimbursement of lodging costs, whether in-state, out-of-state, or out-of-country, must be documented by an original receipt of actual lodging expenses from a commercial lodging establishment. The original receipt must provide evidence of: 1. the claimant as the traveler, 2. the travel dates, 3. the room rate and taxes, 4. a final itemized billing of the lodging expenses 5. the name and address of the lodging establishment If additional charges, like room service, have been added to the hotel receipt, exclude these charges from the hotel reimbursement request. |
| Event Registration | A paid itemized receipt of the event registration |
| Expenses in Foreign Currency | A paid itemized receipt of the expenses, and if paid with a credit card, include the credit card statement with any personal information removed. A paid itemized receipt of the expense and if paid with cash, include a snippet from a foreign currency converter affirming how much the purchase would have been in USD on the date of the purchase. View “How to Submit Oanda Currency Conversion Backup Documentation“ |
| Airfare | A paid itemized receipt including: 1. the departure and arrival city 2.the departure and arrival times 3. the claimant, as the traveler 4. the flight numbers 5. the name of the airline 6. Class of service 7. Additional charges – baggage/seat upgrades If personal days are included, airfare comps must be provided. It is best to pull airfare comps the same day you purchase your airfare or before travel begins; however, if gathering airfare comps after travel, view how to pull comps after travel is complete here. |
| Wifi on Flight | A paid itemized receipt including the dates of travel and flight numbers |
| Uber/Taxi/Shuttle/Metro | A paid itemized receipt of transportation and the purpose for transportation |
| Parking | A paid itemized receipt including the day(s) of parking and location. |
| Business Meeting Travel | If you are not attending a conference, include an agenda for each day of travel. |
| Third-party paying for expenses | In the comment section of the travel authorization, note if a conference, grant, or third party will be paying for a portion of your travel expenses. If someone else is paying for your airfare, you still need to provide the airfare receipt so we can confirm your travel arrival and departure times. |