Travel

Upon Return from Trip

Travel Expense Report

PLEASE NOTE:  An expense report must be completed for every trip taken! 
Even if all expenditures were pre-paid and no reimbursement is required!

Purpose

  • to document actual expenditures of trip for reimbursement
  • to reimburse traveler for actual expenditures that were approved for official state business
  • to provide original receipts showing method of payment with 0 balance due
  • to include authorized signatures for actual payment of travel
  • to close the open travel requisition
  • to provide the final agenda/itinerary and details of trip (complete Travel Expense Detail Sheet if necessary)

How to complete the form

Required Information all gray areas must be completed

  • Requisition Number, Account Number(s) and amounts for each account if there are multiple funding sources
  • Name, Department Name, Title, complete Residence, Departing, and Destination addresses, Departure and Return dates and times, Purpose for Trip

Registration

  • list registration fee, include a paid receipt
  • if membership fee was required to attend conference, attach a justification form with receipt

Transportation

Lodging

  • list cost of lodging expense with original receipt attached (receipt should show zero balance due)
  • if lodging expense exceeds per diem, a justification form is required

Meals

  • list meals by number of days and per diem or day trip rate totals, no receipts required, unless charged on travel card (round off meals up or down accordingly)

Incidental Expenses

  • list details of all incidentals with cost of each expense separately

Prepayments made

  • list any prepayments made prior to taking trip, then deduct (in Summary B-E) from total of reimbursement.  The total amount should only reflect what is owed to you after the trip.  (In some cases, this may be zero – or if an advance was given prior to the trip, you may owe!)

Approvals

  • supervisor and authorized signature for account approval must sign

 

Time frame

Travel expense reports should be submitted electronically to: travel@newpaltz.edu, promptly upon return from trip for a faster reimbursement, but not later than 30 days after trip was taken. Reimbursements will now be processed in the form of a direct deposit or a check based on the way the employee’s payroll payment is currently set up.