When traveling on Fordham University business, an employee is reimbursed all business-related expenditures consistent with the policies described on these web pages.

All transportation and car rentals booked through Omega Travel will be billed directly to the University and charged to the budget line indicated on the Travel Authorization Form.  Local car rentals and car service booked through the University Procurement Office will be charged to the budget line of the organization requesting the service.

Regardless of the vendor used, upon completion of a trip or incurring of other authorized expenses, employees are to fill out a Travel & Expense Check Request  The request, along with original receipts (photocopies are not acceptable) and other supporting documentation, and a copy of the Travel Authorization Form (when applicable), is submitted to the Accounts Payable Department for reimbursement.  (Petty cash is available for reimbursements of under $50.00).

If for any reason, an original receipt is lost and/or unobtainable, the employee should submit a signed statement to that effect.  Receipts are not required for per diem or for items under $75.00 except for business meals and entertainment expenses.  The receipt is to contain enough detail to permit determination of allowable expense claims.  Credit card receipts which do not sufficiently detail the expenses for which reimbursement is claimed are to be accompanied by a bill or other document itemizing the expenses.

For business meal and entertainment expense reimbursement, in addition to a receipt, the following information, as required by IRS regulations, must accompany a request for reimbursement of entertainment expenditures:
 
Business purpose
Date 
Place
 
Name(s) and business relationship(s) of the individual(s) entertained.
Reimbursement for the use of a personal automobile is at the federal- employee automobile-mileage rate.  This rate can be obtained at www.gsa.gov click on POV Mileage Reimbursement Rates.

The Accounts Payable department may also be contacted to determine the proper rate.  This is a fixed rate per mile to cover expenses of operating a vehicle (e.g. gas, insurance, maintenance, and depreciation) instead of actual expenses.  Tolls and parking charges are reimbursable to the employee in addition to the mileage rate.

Fines for automobile violations are not reimbursable.  The mileage rate is to be computed for each individual leg of a trip, totaled and entered daily on the expense report. The computations are considered supporting documentation and must accompany the expense report and reimbursement request when submitted to the Accounts Payable Department.