Travel Expense Worksheet
The Evaluation Center
Western Michigan University
| Name: Social Security Number (if not already on file) |
| Address: |
| City: State: Zip: Phone Number: |
| Purpose of Travel: |
TRANSPORTATION (Please Attach Receipts) AIR RAIL OR BUS PRIVATE CAR
|
Date of Departure |
Date of Return |
From |
To |
Car Miles |
| MILEAGE REIMBURSEMENT RATE IS $.31 |
Total Car Miles |
Mileage Expense |
Ticket Expense (air, rail, bus) |
Total Transportation Expense |
| $ | $ | $ |
LODGING (Please Attach Receipts)
|
Date |
City, State |
Hotel, Motel |
Cost |
|
| $ | ||||
| $ | ||||
| $ | ||||
| $ | Total Lodging Expense | |||
| $ | ||||
| MEALS | Date / | Date / | Date / | Date / | Date / | Date / | Date / | TOTAL | |
| Breakfast | $ | $ | $ | $ | $ | $ | $ | $ | |
| Lunch | $ | $ | $ | $ | $ | $ | $ | $ | |
| Dinner | $ | $ | $ | $ | $ | $ | $ | $ |
Total Meal Expense |
| Per Diem (including tips): Breakfast $6.00 Lunch $8.00 Dinner $19.00 | $ | ||||||||
OTHER TRAVEL EXPENSE (Please itemize and attach receipts)
|
Total Other Expense | |
| Other expenses include taxis, parking, baggage handling, telephone, etc. | $ |
|
GRAND TOTAL TRAVEL EXPENSES | |
| Signature Date | $ |
Travel Guidelines
Air Travel
- original receipts are required for reimbursement
- travelers should request the lowest available fare in coach class
- reservations should be made as far in advance as possible in order to take advantage of any special rates offered by the airlines
- if no reduced rates are available, back-to-back ticketing (if feasible) should be used
- to maximize the benefits of back-to-back ticketing, travelers should tell the agent if they are planning multiple trips to the same destination; request this information before booking a flight; penalty fees may be quite substantial
Personal Car
Private car mileage will be reimbursed at the rate of $.31 per mile. All mileage must be shown from point to point. If circumstances require additional driving within the vicinity, the traveler should show this mileage separately. Bridge and turnpike tolls will be reimbursed. Receipts should be obtained if possible. Reimbursement for parking charges is allowable for a reasonable amount. Receipts must be obtained for all parking expenses except small meter parking charges.
Rail and Bus
Trains and buses are acceptable, optional means of transportation. Travelers must use coach class. Original receipts are required for reimbursement.
Taxi/Limo
Taxi/limo trips are acceptable when necessary to and from airports. Travelers must obtain receipts for reimbursement.
Lodging
Authorized lodging expenses will be reimbursed at actual cost. Original hotel statements are required for reimbursement. Bills cannot be approved unless these are provided. The exception is tipping, which will be reimbursed if reasonable and customary.
Meals
The daily, reimbursable maximum, including tips, is $33.00. For less than a full day, the guidelines, including tips, are breakfast $6.00; lunch $8.00; dinner $19.00. Receipts are required. Meal expenses that exceed the maximum will be dealt with on a case-by-case basis.
Telephone/Fax Expenses
Business-related calls are reimbursable. Documentation (hotel bill, telephone bill) is required.
5/7/99