The key to prompt reimbursement is proper documentation. This includes a clear statement of the business purpose of the trip, a copy of the meeting/conference agenda, and receipts.
To receive reimbursement for authorized travel, please submit a Travel Expense Report form to the Controller's Office. Travel Expense Report forms are available in the Controller's Office and can be requested at any time. One form is included as Appendix I of this policy. A separate Travel Expense Report is to be submitted for each trip taken. Original documents (not photocopies) such as receipted bills for all hotel charges, the last page of the airline ticket showing the itinerary and costs, usually called the "passenger receipt", and receipts for other expenses whenever possible must be attached to the Travel Expense Report for documentation. Credit card charge slips will not serve as adequate documentation for transportation, room or car rental expenses. In the event a receipt is lost please provide a written explanation.
The traveler is required to sign the Travel Expense Report certifying that the amounts included on the report are actual and reasonable; the purpose of the trip must be indicated.
Refunds of unused advances, by a check payable to Wellesley College, should be submitted to the Controller's Office with the Travel Expense Report. The Travel Expense Report must be approved by a person, other than the traveler, authorized to charge expenses to the account(s) that will bear the cost.
Travel Expense Reports charged to grants or contracts must be approved by the Controller's Office.
The Controller's Office is responsible for the review of all Travel Expense Reports. During the review of these reports, the office is authorized to return any questionable or incomplete reports to the employee in order to obtain additional approval or documentation to support expenses.
Although the Controller's office has "final review" of documentation before payment of these expenses, it is the responsibility of each employee, as well as the person approving the Travel Expense Report, to ensure that there is no appearance nor occurrence of extravagant and/or unsupported expenditures for travel.