Financial Services Manual (FIN)

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Effective: 6/21/1983

Revised: 3/1/2009

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FIN 511: Receipts and Itemization

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Purpose

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To provide a list of documents required for reimbursement of travel expenses

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Source

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Financial Services

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Policy

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A traveler must submit the required documents when requesting reimbursement for travel expenses. The documents required for reimbursement of transportation or other expenses are listed in the charts below. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.D

Documents Required for Reimbursement of Transportation Expenses
Transportation Expenses Documents Required for Reimbursement
Airline fare 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 Frequent Flyer Miles or other airline compensation vouchers that cover or reduce the amount paid by the traveler.
Bus fare Original receipt (itemized when available)
Chartered aircraft Invoice from airplane company
Local transportation (taxi, bus, limousine) Original receipt (itemized when available) if cost of single ride is $50 or more
Parking Original receipt (itemized when available) if cost is $25 or more. Storage or parking for privately owned motor vehicles at airports is allowed only if the cost is less than shuttle fare to and from the airport.
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 vehicle Original receipt (itemized when available). The traveler renting the vehicle must attend defensive driver training before renting the vehicle. The defensive driver training is valid for three years. See EHS 119, “Motor Fleet Safety,” for additional information.
Train fare Original receipt (itemized when available)
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 (itemized when available)
Local calls Original receipt (itemized when available), typically included in lodging receipt
Lodging Original itemized receipt
Long distance calls (university business only) Original receipt (itemized when available), typically included in the lodging receipt
Meals (per diem only) None
Registration Original receipt (itemized when available)
Telegram Copy of telegram
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Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances 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.

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