Financial Services Manual (FIN)

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FIN 511 Table

Documents Required for Reimbursement of Transportation Expenses

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

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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