Why has my trip expense reimbursement been returned?

There are a number of common reasons why trip expense reimbursements get returned. The most common reasons are:

  • Per diem. Please be aware that in October 2016 the per diem policy changed.  (See the travel manual.) You may now receive 75% of your regular per diem rate on the first and last calendar days of travel, and 100% of your per diem rate on any days in the middle. The per diem rate also changes periodically and is dependent on where you travel; please be sure to check the GSA site before submitting your reimbursement to make sure you are using the current rate.
  • Mileage. For reimbursement purposes, you must pick the shortest distance from your home or office to your destination and back again, and prove it with a Google map (or similar) printout. It doesn’t matter if the shortest way is also slower or whether or not it is the way you actually went – it is the only amount that the university will reimburse.
  • Receipts. You should keep all of your receipts, and, if you have small receipts, make sure to tape all four sides securely to a blank 8 ½” x 11” piece of paper. You may include more than one receipt per page. If you are missing receipts over $25, fill out a Missing Receipt Affidavit form.
  • Incomplete submission. Your submission should contain the Travel and Expense Reimbursement Form, the travel registry number, all receipts, and proof of mileage as indicated above. It should also be signed in the correct locations, as well as initialed by your department’s administrator, indicating that s/he has reviewed it prior to submission to reduce to possibility of rejection or other delays.

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