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Handbook of Business Procedures

Date published: 
Last revised: 
Issued by: 

July 7, 2009
July 15, 2015
Travel Services


Part 11. Travel - Table of Contents

11.5.4. RECEIPTS

A. Introduction

In order for requests for reimbursement of travel expenses to be approved, receipts are required and must be submitted to Travel Services.

Travel Services

B. Required Receipts

The following original receipts are required for reimbursement:

  • Airline receipts
  • Rental car receipts
  • Gasoline receipts
  • Bus, taxi, train receipts (for travel between cities)
  • Lodging receipts
  • Itemized meals receipts (when rules allow exceptions to limits)
  • Registration receipts
  • Miscellaneous expenses

Receipts are not required within a city for all other transportation, but the expenses must be itemized by date, locale, type, point-to-point, and amount. Receipts for parking expenses are not required.

C. Submitting Receipts

Records of travel expense reimbursements are imaged for long-term storage. Prepare and submit receipts as follows:

  • Receipts with information on one side should be taped to an 8.5 x 11-inch sheet of paper. Clear tape should be used. Do not cover relevant information with other receipts.
  • Receipts with information on two sides should not be taped. Also, receipts larger than 8.5 x 11 inches do not need to be taped.
  • Foreign receipts should note the exchange rates being used.
  • Receipts should be attached to a voucher transmittal form and sent to the Office of Accounting Document Processing (mail code K6000; Main Building, room 132) for processing. Do not use staples.
  • Refer to the Imaging and Documentation Services Document Preparation web page for further information about preparing documentation for scanning.

Travel Services
Documentation Preparation



Part 11. Travel - Table of Contents