FIN 511 Table
Documents Required for Reimbursement of Transportation Expenses
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
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
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