Upon Return from Trip

ALL DOCUMENTS MUST BE SUBMITTED TO: travel@newpaltz.edu

Paper documents are no longer accepted.

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
notate if registration was paid using an agency card

Transportation

list mode of transportation used with cost and original receipt attached
list mileage break down if personal car was used on an Automobile Travel Statement (Only round total to nearest mile for TER)

Lodging

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

Meals

list meals by number of days and per diem (round per diem rates up or down) or day trip rate totals, no receipts required, unless charged on travel card.
You can provide a Meal Calculator with the Travel Expense Report. This is optional but may expediate processing.

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. Forms should only be submitted to the Travel Office after the account and requisition numbers and all the approval signatures have been added.

Reimbursements will 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.