Fordham University            The Jesuit University of New York
 


REPORTING AND REIMBURSEMENT

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

Generally, travel and entertainment expenditures are made in three ways: out-of-pocket by the employee, corporate credit card, and direct billing. All expenditures, irrespective of method, must be reported on a timely basis. The method of reporting depends on the method of payment.

Out-of-Pocket and Direct Billing

Upon completion of a trip or following the incurrence of other authorized expenses, employees requesting reimbursement are required to fill out a Travel and Expense Check Request. The form, along with the original receipts (scanned copies are acceptable) and other supporting documentation, including conference brochure, and a copy of the Travel Authorization Form (if transportation services were provided through Omega) , is submitted to the Accounts Payable Department for reimbursement.

Petty cash may be available from a traveler’s department 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 $50.00 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. Requests for reimbursement of lodging expenses must include a detailed receipt from the lodging provider.

All transportation and car rentals booked through Omega 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.

For business meal and entertainment expense reimbursement, in addition to a receipt, the following information, as required by the 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 from the following Internet site: www.gsa.gov.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. Fuel receipts do not support mileage claims. The University will not reimburse fuel purchases except for University owned vehicles.  Tolls and parking charges are reimbursable to the employee in addition to the mileage rate. The mileage rate is to be computed for each individual leg of a trip, totaled and entered daily on the expense report. Mileage calculations should be entered on the Travel Report by entering the date(s) of travel, the beginning and end points of the trip and the number of miles traveled.

Fines for vehicle violations are not reimbursable and are the responsibility of the individual incurring such fines.

See X. Approval Authority below for approval signatures required.


Corporate Credit Card

Employees paying for travel and entertainment expenses with the University’s corporate credit card are required to report and document such expenditures when requesting payment of their monthly statement. Corporate credit card payments are made by the University on behalf of the cardholder based the submittal of a Check Request.  All items on the monthly statement must be documented with receipts. If expenditures are related to travel, the purpose, duration and location of the travel should be documented.

For business meal and entertainment expenses in addition to a receipt, the following information, as required by the 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.

See X. Approval Authority below for approval signatures required. The card holder must also sign the Check Request. Travel and entertainment related approvals are in addition to any required for a non-credit card related Check Request.

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