Will you be traveling for work in the future? Have any questions about the travel reimbursement process? For more information on CCTO’s travel guidelines, keep on reading.
- Get approval to attend the conference from your manager.
If using STAP to cover your registration fee, confirm your STAP balance first; then complete page 2 of the STAP Reimbursement Request Form and e-mail it to Ann Hamon.
- Book your economy flight as soon as you know you will be attending.
The earlier you book, the cheaper the fare. If you do not book through Stanford Travel (i.e., Egencia), you will need to print out a comparable airfare (but slightly higher) for another airline on the day you book your flight. Otherwise, if you wait until later you will need to print a comparable airfare on another airline on the same travel days of the week, and with dates which are several weeks into the future. If you add a leg to your flight for personal travel, print a copy of the R/T airfare for the reimbursable business portion of the trip on the day you book your flight. If the conference ends early afternoon, you are expected to return home the same day. Cancellation plan is not reimbursable.
- Send all your receipts/backup as soon as possible after a trip ends.
Send preferably no later than three weeks afterwards in order to allow sufficient time for the preparer to process, and the approver to approve the transaction. (The amount becomes tax reportable 60 days after the trip ends.) Be sure the last 4 digits of your credit card are showing on your air itinerary and your itemized hotel bill. If not, provide the relevant portion of your credit card statement as proof of payment.
- If claiming mileage, provide a map from home to airport showing number of miles, and say if it is a round trip.
Taxi receipts need to show where you were picked up, and dropped off. If you tip the driver, show amount of tip.
- Be sure to provide a conference agenda showing meals provided.
If you eat elsewhere when a meal is provided by the conference, you will not be reimbursed for that meal. If a meal is by invitation and you were not invited, say so. CCTO policy requires that all meal receipts be itemized and show alcohol (if any) / tax / tip (if any) on the receipt. Write alc by any alcoholic beverage on your receipt. Federal grants do not cover alcohol. An unrestricted PTA would need to cover an alcoholic beverage. 15% tipping is recommended. A 20% tip is the maximum amount you will be reimbursed. Please provide detailed breakdown of any shared expenses with co-workers.
- Please list all expenses on your expense report cover sheet.
Show date, type of expense, and amount, and the total amount you expect to be reimbursed.
Have any additional questions? For more information on travel expenses, visit https://adminguide.stanford.edu/chapter-5/subchapter-4/policy-5-4-2 or contact Ann Hamon.