Documentation

Type of Documentation Required

The following support for reimbursement requests will be required for all expenses:

1.      Air transportation             Airline ticket “receipt” coupon and copy of invoice and proof of payment by credit card other method as long as the documentation includes the amount, date, name of flyer and destination.

2.      E-Tickets                           Airline “receipt/itinerary” and charge card receipt as long as the amount,

                                                date, name of flyer and destination is shown.

3.      Car Rental                          Car rental agreement and charge card receipt

4.      Personal Auto                     Miles driven

5.      Lodging                              Itemized hotel bill and charge card receipt

6.      Meals                                 Hotel bill, charge card or restaurant receipt (plus business purpose if business entertainment meal)

7.      Conference                         Conference agenda and paid receipt (if paid by employee)

8.      Telephone, Fax, Internet     Hotel bill or other connection charge receipt

9.      Taxi, other                          Receipt of bill

Original receipts are required for all expenses indicated above.  Photocopies of invoices, credit card statements or record of charge slips accompanying the monthly billing statements, receipts or restaurant stubs are not acceptable.

A receipt is defined as a written acknowledgment that a specified remittance, article or delivery has been made.  At a minimum, the name of the payee, date and amount should appear on the receipt.  Receipts are required for expenditures in excess of $10.

Lost Receipts

In the event a receipt is lost, a written statement from the traveler stating that the original receipt is not available and that reimbursement has not been previously received must be attached to the expense report.