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1. Fill out the Travel Reimbursement Request REQ.

Reference the Request for Travel Authorization (RTA) email

  • Name of Traveler
  • RTA number – TV0XXXXXXX
  • Departure Date and Time
  • Return Date and Time
  • List all reimbursement items and dollar amounts
  • DO NOT include items not to be reimbursed in the expenditure section. If necessary please add NOTES to communicate particulars.

 

2. Receipts must be uploaded directly to the REQ system.

*This can be done as PDF attachments or scan. Create a seperate scan/pdf for each type (airfare, transportation, lodging, miscellaneous) in order to prevent too big a file size. Small receipts (taxi, gas, tickets, parking, etc) should be grouped in as many on a standard size paper and scanned as one sheet.

Include original itemized/paid receipts for expenses related to:

  • Direct-billed airfare itinerary
  • Direct purchased airfare itinerary receipt
  • Rental car receipts
  • Gasoline receipts
  • Bus, taxi, train receipts (for travel between cities)
  • Lodging receipts and invoices
  • Meal receipts (not required if requesting per diem) **Meals: Per Diem is $41$51/day - breakfast $8, lunch $13, dinner $30
  • Registration receipts
  • Miscellaneous expenses


    NOTE: Receipts are not required for local transportation costs within a city but the expenses must be itemized by date, locale, type, point-to-point, and amount.

 

3. ASSIGN to Patricia Semenov no later than two weeks after returning from travel.

>>Travel must be submitted within 60 days of travel end date<<

 

The following is a partial list of non-reimbursable expenses:

  • Travel Insurance 
  • Travel upgrades 
  • Alcoholic beverages
  • Any expense not related to official state business
  • Dry cleaning or laundry
  • Excess baggage charges for personal belongings
  • Expenses related to the operation of a personally owned vehicle
  • Kennel expenses for a pet
  • Locker rental for baggage storage
  • Rental of videotapes for personal entertainment
  • Sales and use taxes if the law provides an exemption
  • Tips or gratuities (state accounts only)

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  • Air: Business-related airfare can be direct billed through Anthony Travel or Corporate Travel Planners or directly purchased by the traveler.  For more information visit Travel Management.
  • Air: Personally purchased airfare must contain an itemized travel itinerary and detailed payment receipt.  Travel Insurance and upgrades are not reimbursable.
  • Rental Car: Charges for liability insurance supplements, personal accident insurance, safe trip insurance, and personal effects insurance are not reimbursable. A collision damage waiver or a loss damage waiver is reimbursable unless the waiver is included in the contracted rental rate.
  • Mileage: MapQuest point-to-point must be submitted for mileage claim. Indicate if using a personally owned or leased motor vehicle. 
  • Taxi or Mass Transit: Tips may be reimbursed using local accounts up to 15%. Tips may not be reimbursed using state accounts (14 or 20 accounts).

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  • Requires an overnight stay
  • Traveler must indicate either per diem or submit itemized/paid receipts, not both.
  • Standard Per Diem rate is $41 $51 (Breakfast $6$8. Lunch $11$13, Dinner $24$30)
  • Receipts must be itemized: indicate date/time, tip, total and payment method.
  • Tips may be reimbursed using local accounts up to 20%. Tips may not be reimbursed using state accounts (14 or 20 accounts).

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