Post-trip | ESE Administrative Services Handbook

You must file for reimbursement within 30 days of the end of your trip.

Reimbursements happen after the trip, when the university pays you back for your expenditures.

If you received an advance, you must now account for all the money you received.

All receipts should have your name and show that the bill has been paid. A credit card or bank statement by itself is not sufficient documentation.

Documentation (Overall Policy)

All airfare should have been booked through Concur (unless you met one of the exceptions).
If you met one of the exceptions, provide receipts and any other documentation required by the policy (airfare comparison, travel team approval, etc).

Any expense must include the reason for the specific trip. Trips to get meals are not reimbursable.
Personal car: provide the origin, destination, and mileage of each leg of the trip.
Rental car: provide the rental receipts and any gas receipts you paid for.
Taxis/rideshares/bus/shuttle: provide the origin and destination of each trip and include receipts. Write the tip on the receipt if it’s not already included.

A booking, reservation, or credit card receipt or statement is not a valid receipt. A receipt will list the charges
The hotel receipt should have your name as the occupant.
If you shared a room and did not split the cost, we will need the details of the other person’s reimbursement.
If you used an AirBNB, remember to upload the approval document to the report. If you did not request approval before the trip, you will need to fill out the Third-Party Lodging Request Form.
If your hotel bill is greater than the allowance for that city, you will need to justify that using the Excess Lodging field.

Meals are reimbursed at a fixed rate called per diem or daily allowance.
For Concur instructions, see Using the Travel Wizard. (For a more in-depth explanation, see Understanding Per Diem.)
No receipts are necessary unless the sponsor itself requires them (rare but possible).

If you are traveling internationally, you may be reimbursed for necessary vaccinations and prescriptions (such as antimalarial drugs). Provide receipts.

Baggage fees, internet access, laundry (only for long international trips), parking, phone calls, phone cards (international only), and other miscellaneous expenses must be accompanied by receipts and a justification.
Tips to airport employees are reimbursable at $2 a bag; no receipts are required.

Provide receipts. This may include photo fees, mailing/shipping fees, etc.
Multiple-entry visas will be reimbursed via a different mechanism; consult with your travel contact.
Single-entry visas will go on the travel.