FIN 511: Receipts and Itemization
To provide a list of documents required for reimbursement of travel expenses
A traveler must submit the required documents when requesting reimbursement for travel expenses.
Original receipts are required before reimbursement is made. Receipts must be taped or stapled to 8 1/2-by-11-inch paper. Any justification for an expense must be noted beside the receipt. Multiple pages must be stapled in the upper left-hand corner. The department should keep copies of all receipts for future reference.
A traveler who wishes to use a canceled check as a receipt for expenses, other than lodging, must supply a photocopy of the canceled check that shows both the front and back. A photocopy that shows only the front of the canceled check is unacceptable as a receipt.
The documents and/or receipts required for reimbursement of transportation, or other expenses, are listed below.
|Documents Required for Reimbursement of Transportation Expenses|
|Transportation Expenses||Documents Required for Reimbursement|
|Airline fare/Airfare||Itinerary or passenger coupon/receipt issued by the airline or travel agency showing passenger name, flights, flight dates, and out-of-pocket amounts paid by the traveler for the airfare. ASU does not reimburse for the use of personal frequent-flyer miles, or other airline compensation vouchers, that cover or reduce the amount paid by the traveler.|
|Bus fare||Original receipt|
|Chartered aircraft||Invoice from airplane company|
|Local transportation (shuttles, taxis, public transportation, or car services)||Transportation between home or work place, airport terminals, lodging, and the meeting site (travel destination), is reimbursable without receipts if the total expense per ride is $50 or less.|
|Parking (airport parking and mileage expense)||For privately owned cars/vehicles, is permitted if the cost is less than taxi fare to and from the airport from home or work place, whichever is applicable, and reimbursable without a receipt if $50 or less.|
|Privately owned aircraft||Only those individuals approved and authorized, prior to travel, by ASU Insurance Services may claim privately owned or rented aircraft reimbursement. Contact Insurance Services for specifics.|
|Rented car/vehicle||Original receipt. Before renting the vehicle, the traveler renting the vehicle must attend defensive driver training. The defensive driver training is valid for a specified number of years. See EHS 119, “Motor Fleet Safety,” for additional information.|
|Train fare||Original receipt|
|Valet parking||Reimbursable under certain circumstances with justification and original receipt. Valet tip should not exceed $2.|
|Documents Required for Reimbursement of Other Expenses|
|Other Expenses||Documents Required for Reimbursement|
|Conference materials||Original receipts|
|Local calls||Original receipt, typically included in lodging receipt|
|Lodging||Original itemized receipt|
|Long distance calls (university business only)||Original receipt, typically included in the lodging receipt|
|Meals (per diem only)||None|
For information on the requirements for using rental cars/vehicles and/or privately owned cars/vehicles, see the Environmental Health & Safety Policies and Procedures Manual—EHS 119, “Motor Fleet Safety.”
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