Procedure for Reimbursement of Travel
Expenses on
A description of current
travel policies, including the Feb., 2006 changes, can be found here. All expenses from your trip should be
represented somewhere on the form. The HEP Administrator auditing your
worksheet should be able to determine, at a minimum, how you traveled to and
from your destination (air, car), where you stayed (hotel, with a colleague),
and what transportation you used while traveling (rental car, taxis, trains), even
if you will not be receiving reimbursement for those expenses.
Please use the following
guidelines for completing your worksheet:
1. Collect
receipts. You must submit the originals. Receipts are required for ALL non-meal
expenses exceeding $25. Note: if receipts are in foreign currency, please
write the US dollar amount on each receipt. A currency converter can be
found here.
2. From your
favorite browser, download and fill out the University
Employee Expense Worksheet. This document is a PDF file which uses
the forms and rudimentary spreadsheet capabilities of Adobe Acrobat Reader to
compute the totals of expenses. A Microsoft
Word version of this document is also available.
3. Some comments on filling out the Worksheet:
a) You must include your employee/student ID
number - your reimbursement cannot be processed without it.
b) Your address on the form should be the same as
your current mailing address, as found on the University’s One Stop pages.
If you move, you must change your address by visiting http://onestop.umn.edu/
c) “Travel Destination” is the city, state, and
country (if other than US) to which you traveled. Do not list the name of
the laboratory or facility that you visited in this space.
d) Use the “Detailed Expense Justification”
section to give a brief, but non-trivial statement of the purpose of your
trip. Explain any unusual circumstances of the trip or associated
expenses (e.g., “shared hotel room with Bob Roberts. Roberts charged the whole
room to his credit card.”).
e) You must provide the CUFS number to which your
travel should be charged at the bottom of the “Detailed Expense Justification”
section.
f) The primary purpose of the list is to
correlate unambiguously with your submitted receipts. Type your expense
amounts in the appropriate column. If you type a dollar amount in the
“Transportation – Other Expense” or “Misc.” columns, you must provide a
description of the expense in the “Detailed Description” column.
g) Expenses that were prepaid, such as air tickets
that were charged directly to CUFS, should be listed in the “Prepaid Expenses”
section, on the right-hand side of the bottom of the Worksheet, rather than in
the “Travel Expenses” list.
h) List any frequent flyer miles earned or used in
the lower right-hand corner of the form.
4. When the form
is finished, print it out and sign it.
Note: the form is TWO pages long. The second page simply gives you
more lines to detail expenses. If you do not use the second page, you do
NOT need to print it. If possible, print only the first page of the form.
5. Attach your
original receipts behind the form and then deposit it in the tray in Room
260. If you are off campus, mail it to the following address:
HEP
Administrator – Travel Reports