Travel & Reimbursement

Travel

Tips for getting reimbursed quickly:

Expenses

• Submit ALL original receipts (note exception under Per diem)
• Submit a lost receipt form for charges over $25.00
• Submit original invoice for airfare; if electronic ticket submit E-ticket receipt showing payment. (Govt. grants require you use American carriers when flying)
• Submit an itemized hotel bill displaying a zero balance. If necessary, have the hotel fax it to you.
• Submit car rental receipts (not agreements) - Insurance, Loss-of-Damage Waiver (LDW), Collision, etc. are not reimbursable unless you are traveling in Hawaii or foreign countries.
• Car Mileage - include beginning and ending odometer readings (you get $.485/mile which is inclusive of gas).
• Alcohol - Must be highlighted, totaled (including tax) on receipts and itemized separately in forms below.
• Submit conference program if presenting or speaking.
• Include announcements and/or itineraries if attending a conference or inviting a guest speaker.
• Class lists and additional attendees are needed for course field trips.

Per Diem

http://co.stanford.edu/paymentstravel/paytravel/trates/2005index.htm
No receipts are necessary for meals and/or lodging if per diem is claimed. Please consult with someone in the GES office before claiming per diem.

Steps for getting reimbursed:

1. Gather receipts and any required forms.
2. Fill out the: EXPENSE REPORT FORM - Excel File
   Use this EXCEL spreadsheet to itemize your expenses. For non-travel expenses under $150.00 please see Arlene Abucay or Lorraine Araujo for petty cash reimbursement rather than filling out this form.
3. Fill out the CERTIFICATION MEMO - PDF File
   This form is required if you are spending money on a grant and you are not the Principal Investigator (PI). This form is also necessary if someone else has paid for the trip and they will be requesting per diem reimbursement for your costs. The PI signature is required before you can be reimbursed (for Academic Accounts this is Elaine).
4. EMAIL your EXPENSE REPORT FORM to the appropriate person.
5. Check to see if you require any of the "Supplemental Forms" below.
6. Bring all original receipts and forms requiring signatures to the appropriate person.
   Please visit our CONTACT US web page for our mailing address and fax.
7. Be sure to sign a green envelope!!!
   These are available in the GES office.

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