Supporting Documentation - Travel Reimbursement
No claims are
to be filed for reimbursement of expenses without documenting
the actual expenditure. Each expenditure exceeding $25.00 must
be supported by an ORIGINAL voucher or receipt, per State
Statute 3-117. Original passenger portion of airline ticket,
rail or bus ticket stubs must be attached to the Travel
Reimbursement form regardless if reimbursement is claimed or
unclaimed. Travelers taking advantage of electronic ticketing
now offered by major airlines must submit with their Travel
Reimbursement form either the original receipt or original
boarding pass and a copy of the itinerary showing amount paid.
All claims for lodging must be supported with an original
itemized receipt indicating the date and amount expended,
regardless of cost. Under no circumstances will lodging be paid
for a guest or spouse unless they are also traveling on approved
University business. Itemized expenses must be listed in detail.
Justification for business related telephone calls must be
cost, proof of registration fee payment for a workshop or
conference is required. Acceptable forms include:
a receipt faxed
directly to the Travel Office by the sponsoring organization
(fax # (860) 832-0128)
a copy of both
sides (face and endorsement side) of a cancelled check or the
original cancelled check
a copy of a
bank statement or a printed electronic bank statement along with
a copy (photocopy or duplicate copy) of the front side of the
a print out of
a web-banking statement indicating the payee and amount paid.
waiting for a canceled check or bank statement delays
reimbursement. It would be more prudent to request a receipt at
the conference site. If the University prepays the registration,
receipts are not required.
If any of the
required receipts are missing or lost, a Policy Exception
must be attached to the Travel Reimbursement form.
All claims for
reimbursement must have personal bank account numbers and credit
card numbers made illegible on documentation for your personal
Altered receipts will not be reimbursed.
submit a Travel Reimbursement form will jeopardize an
individualís ability to obtain further advances or
reimbursements for subsequent trips.
funding for the travel is made available from sources other than
the University (i.e. an organization or foundation), the
traveler must provide proof of which expenses are provided from