Expense Reimbursement Form

This Form is to be used to claim reimbursement for any expenses.

Before downloading form (at bottom of page), please review the following guidelines:

Travel Expense Reimbursements:

Note: If you travel outside the United States, all amounts must be converted to U.S. dollars. A conversion rate chart is available online at http://www.oanda.com/convert/classic .

Note: if you do not have the required documentation for your travel expenses, please complete a

Missing Receipt Affidavit.

 

Notre Dame Travel, Entertainment, and Business Expense Policies and Procedures

 

Expenses incurred personally to be reimbursed by the University without tax impact must be substantiated within 60 days of the completion of travel for expenses paid or incurred while on the trip.  Expenses submitted after the 60-day limit will be reimbursed but the money is considered taxable.  

 

1) Don't forget your Name, phone, and Department (Library) at the top of the page.

2) Airline Tickets: Travelers must book the lowest price nonstop coach class airfare available.  Include charge for airline ticket on your expense report and a Passenger Receipt which reflects proper cost and evidence of full payment.  Copies of credit card statements reflecting the charge will not be required.  If you use an E-Ticket, please provide a copy of the itinerary reflecting airline, flight numbers, departure/arrival dates and times, and a receipt listing total flight cost, payment method (e.g., Visa************1234), and evidence of full payment.  ** Please remember that Anthony Travel will usually match any price you find online and will charge directly to the Library account.**

3) Lodging: A receipt from the hotel where you are staying is required.  A receipt that shows the detailed charges is preferred.   If you book your hotel online you do not need to include a Credit Card Statement if you include the receipt/itinerary from the on-line travel service reflecting cost, payment method (e.g., Vis ************1234), and evidence of full payment. Charges for lodging should only include the room charge and taxes.  All other charges on the receipt, such as telephone charges, should be listed separately.

4) Mileage: Mileage is 58.5 cents per mile (between July 1 and December 31, 2008) and does not typically include any miles driven during your stay.  It is calculated city to city. Please note the number of miles driven in the Expense Report Detail. 

*  Personal Auto:  Use of a personal automobile for business travel in excess of 1,000 total miles requires cost justification, including a flight quote (available from Anthony Travel) for coach fare on the dates of travel to show the cost comparison.  If the anticipated mileage reimbursement is greater than the cost of a flight, the mileage reimbursement will be limited to the amount of the flight cost.

*  Car rental:  Supplemental insurance should be declined as it is not reimbursed by the University.

5) Conference Fees: A receipt for conference fees should be included with the expense report, even if it was prepaid.  Also a copy of the complete conference agenda is not needed however, the pages from the agenda that describe the location, schedule, and information pertaining to the travelers involvement in the conference should be included with the expense report.

6) Tolls, Taxi, Parking: Please keep as many receipts as possible. The Accounts Payable office has requested receipts for all expenditures, however, expenditures less than $25 do not require a receipt. If you do not have receipts for charges less than $25, please document the reason for the missing receipt in the "Travel Details" section.

7) Meals or Per Diem: Receipts are required for all meals unless you claim the per diem rate for the city you are in.  If any meals are included in the conference, you cannot use per diem for any part of the trip.  To look up the per diem rate for the city you will be visiting go to the following website and click on the state you will be visiting: Per Diem Rates, 2008

The major cities in the state will be listed, and you will use the middle column that says M+IE (Meals and Incidental Expenses). For example, the per diem rate for Anaheim, CA is $64/day.  PLEASE NOTE: If you use per diem, you must use the per diem rate for the entire trip or you must keep meal receipts for the entire trip.  Alcohol expense must be listed separately.  First and last day travel is limited to 75% of allowable daily per diem rate.

8) All reimbursements will be made by direct deposit.

9) Travel/ Expense details: Please list the city your conference was held in, and the conference or business purpose for the travel. Please note any expenses under $25 that are not supported with an original receipt. Please indicate if the travel expense is to be charged to a divisional account or Professional Development.  If you are charging for mileage it is helpful to note how the mileage was calculated, as well as any other notes that may be helpful in verifying the expense report.

10) Employee Signature/Departmental Approval - Please sign and date your expense report, but DO NOT ask your supervisor or Associate Director to sign the expense report.  Department Approval is for the Budget Officer of the Library (Kelly McNally) to sign.

11) Please forward your expense report to Michelle Stenberg, 221 Hesburgh Library. 

Non-Travel expense reimbursements:

1) Top section: Fill in your name, department (University Libraries), and office phone number just as you do for travel reimbursements.

2) Date: In the date field, fill in the date on the receipt for which you are being reimbursed.

3) Meal Reimbursements: Fill in the amount from the receipt in the appropriate meal column (breakfast, lunch, or dinner).

4) Other Reimbursements: If it is another type of expense (i.e. flowers for department, candy for student workers) please fill in the amount in the "Other" column.

5) "Travel/Expense Detail": In this section, in the bottom left corner of the sheet, explain the nature of the expense (i.e. "flowers for staff on employee appreciation day"; "appreciation lunch for Engineering Library staff") NOTE: IF THE REIMBURSEMENT IS FOR A MEAL, BE SURE TO LIST THE NAMES OF ALL ATTENDEES!

6) Source of funding: In the "Travel/Expense Detail" section, indicate the source of funding (i.e. "department discretionary funds")

7) Sign and date the form.

8) If Department Head or Associate Director approval is necessary, please have the appropriate person sign UNDER YOUR NAME in the signature area. The Departmental Approval line is for the signature of the Library's Budget Manager.

9) Attach receipts. PLEASE DO NOT STAPLE.

10) Forward forms for non-travel reimbursements to Salem Davis in 221. Travel reimbursements should still be sent to Michelle Stenberg for processing.
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Please use the following link to download the Expense Report form

1. Using Seamonkey or Firefox, click on the "Expense Reimbursement form" link below.
2. Click "OK" to open the form in Excel.

Expense Reimbursement form