Wellesley College
Frequently Asked Questions on Travel:
Q: I used my personal car to attend a business meeting. How do I get
reimbursed?
Complete a Travel Expense Report form and you will be reimbursed the
standard mileage rate, currently at $.505 per mile.
Q: How do I get reimbursed for payments made for airline tickets and
hotel deposits for future business travel plans?
You may request a travel advance using the Travel Advance form and
then put these expenses on your expense report once the travel is complete.
Q: My position requires a lot of in-state travel using my own vehicle.
Do I need to use a Travel Report form if my only expense is for mileage?
All travel including non-overnight travel needs to be done on the
Travel Expense Report form.
Q: When I use my vehicle for business travel, I pay for turnpike
tolls on my E-Z pass, and I do not get a receipt as such. Can I get
reimbursed
anyway, without individual receipts?
Travel expenses under $15 do not require a receipt, but they should
still be listed on the report. If you paid more than $15 in tolls on
one particular day, please explain why there are no receipts for that
larger amount.
Q: While I was away at a conference, I had a lunch meeting with my research
collaborator to discuss our research project. How do I expense this?
Since reimbursable expenses need to be business related, you must
include the names of your guest(s), professional affiliation, and purpose
of the meal meeting. You can write these on the front of the Travel Report
in the space provided.
Q: I had difficulty getting taxi receipts while I was in Mexico. How
can I get reimbursed?
If original receipts are not available, proof of payment and an itemization
of the charges must be provided before reimbursement will be made. If
you paid in cash, please indicate this on the Missing Receipt Affidavit
Form. If your expense was charged on a credit card, please provide a
copy of your statement showing the charges.
Q: I went to a conference and did not get a receipt for the registration
fee.
What do I need to do to get reimbursed?
Submit a completed Missing Receipt form with your Travel report and
be sure to attach a copy of the credit card state, or front and back
of your canceled check, to show proof of payment.
Q: When I booked my hotel on Expedia.com, and the hotel would not provide
me with a receipt. How can I get reimbursed without a receipt?
You should have a print out from Expedia.com at the time of the booking
that details your charges. If you did not print one out, you must complete
the Missing Receipt form with attached copy of your credit card statement
showing the charge.
Q: I forgot to save my boarding passes. How do I get reimbursed?
In lieu of the boarding pass, you must provide some documentation
of your flight i.e. an itinerary or have other substantiating expenses
listed on your report and an attached Missing Receipt affidavit. If you
do not have an original receipt for your tickets, you must show some
proof of payment by including a copy of your credit card statement.
Q: I will be traveling outside the U.S. for two weeks while working on
my research project. How do I get reimbursed?
For faculty long term travel, requests for reimbursement should be
made on a Faculty Long Term Research Expense report. This form does
not apply to foreign travel for conferences.
Return to Home Page
|
