Travel Reimbursement - Receipts

Section B. Receipts: Proper approval of any reimbursement request must be obtained from the immediate supervisor (e.g., director, department head, dean, provost, vice-president, president). This individual authorizing the requisition will be held accountable for any issues presented during audit.

The appropriate account number and sub-code are required on reimbursement requests submitted for approval. All expenses must be documented on one reimbursement request. If funding is from multiple accounts, all accounts must be listed on the reimbursement form. Do not send in multiple reimbursement requests.

Original, itemized receipts must be submitted with the request. To meet IRS accountable plan rules, the receipts must indicate:

  1. Location of travel
  2. Dates of travel
  3. Business purpose of travel
  4. Attendees, if applicable 
  5. Indication that the bill has already been paid by the employee. For instance, for domestic travel, hotel bills must either show a zero balance due or the employee must also submit his credit card statement.

Specifically, when requesting reimbursement for conference registrations, a copy of the personal check used to register or charge card documentation along with a copy of the registration form/conference itinerary can be submitted in lieu of the actual receipt. Any meals purchased when otherwise provided by the conference will not be reimbursed. Reimbursement for airfare requires either an original itinerary with form of payment indicated or the actual ticket that shows amount paid and form of payment. Coach or tourist fare is reimbursed for air travel. Requests for hotel reimbursements must include the hotel portfolio. Room service and meal charges on the portfolio should be accompanied with an itemized meal receipt, where possible. Adequate substantiation is still required. Hotel reimbursement is only allowed for lodging when traveling on University business away from the University. Miscellaneous charges must be reasonable, itemized, and explained to justify business purpose. Receipts for ground transportation (e.g., taxis, buses) are required, if possible. Coach or tourist fare is reimbursed for rail or bus travel. Regardless, substantiation is still required (as indicated in 1 through 4 above).

Mileage is reimbursed at the allowable rate as established by the Internal Revenue Service based on actual miles from the Bradley University base of employment to the travel destination.