Reimbursement
Per IRS regulations, the Business Office must receive the signed
completed Travel
Expense Voucher and all supporting documentation within 60
days of trip completion to avoid having reimbursement reported
as income.
In all cases, the traveler cannot be reimbursed for eligible travel
expenses, including any costs personally incurred in advance
of the trip, until trip completion. Upon return, the traveler
requests reimbursement of appropriate trip-related expenses via
the Travel Expense Voucher. The following documents must be attached
to the signed and completed Travel Expense Voucher:
Receipts:
1) Original, itemized receipts, as required
Original, itemized receipts are required for reimbursement of
lodging, rental car and gasoline regardless of dollar amount.
Receipts for meals are NO longer required.
2) Any other forms (e.g., Official Function Authorization) or
documentation (e.g., backdated Currency calculation), as required.
The traveler cannot approve the Travel Expense Voucher, the next
level supervisor must approve it.
Travelers will be reimbursed for eligible expenses up to the actual
trip expense or the department maximum, whichever is less.
In general, the Travel Expense Voucher and related documentation
as described above must be submitted to the Business Office within
30 days of the end of the trip. If, however, the traveler received
an advance for this trip, then the deadline for Travel Expense
form submission - and reimbursement to Mesa State College, if
necessary - is 30 days after the end of the trip. The department
should keep a copy of the form.
The Business Office audits and processes the Travel Expense Voucher
to insure completeness, accuracy and compliance with state policies.
Business Office staff reimburses any payments due the traveler.
Turnaround time for reimbursement to the employee is generally
10 working days IF proper documentation, authorization
and receipts are in order.
Note: Travelers expecting reimbursement by another entity should
not submit expenses to the College. If reimbursement is received
from another source for an expense already covered by Mesa State
College, the traveler must reimburse Mesa State College. The College
will reimburse the Banner ORGN/ACCT distribution that covered
the original expense.
Lodging
Lodging costs may be reimbursed at the single room rate up to
the actual amount incurred by the traveler. The traveler should
make every effort to obtain the lowest-cost
lodging possible. In the case of a conference, the College
permits the employee to stay at the conference hotel instead of
seeking the lowest rate available.
All claims for lodging, with or without meals, must be supported
by:
•An original receipt or
•A receipt faxed directly from the hotel
Meals
Receipts are NOT required for meals.
