Travel Expense Claim Form Directions

TRAVEL EXPENSE CLAIM FORM DIRECTIONS

International Travel currency must be converted to U.S. dollars.

Link to International Currency Converter

The Remarks & Details section on the Travel Expense Claim Form can be used to document the following:

Explanation of unusual expenses.

Certify that receipts or vouchers were lost or could no be obtained.

Explain cost comparisons between modes of travel.

Justify purpose of travel.

Explain registration fees.

a.	All registration fees should be paid with your corporate American Express card. If the organization will not accept a credit card payment, you may then request payment of your fees.
b.	If you charge your fees on your American Express card and your travel will not occur with in the due date of your statement, you may request reimbursement upon receipt of your American Express statement. American Express Reimbursement Form
c.	You are still required to include this expense on your Travel Expense Claim Form. You must also submit the paid receipt.

1.	Expense accounts are to be submitted at least once a month and not more often than twice a month, except where the amount claimed is less than $10, the claim need not be submitted until it exceeds $10 or until June 30, whichever occurs first.
2.	Requests for reimbursements of out-of-state travel expenses must be claimed separately.
3.	Requests for reimbursement of travel expenses which are incurred in different fiscal years must be claimed separately.
4.	A brief statement, one line if possible, of the purpose or objective, of the trip must be entered on the line immediately below the last entry for each trip. If the claim is for several trips for the same purpose or objective, one statement will suffice for those trips.
5.	Vouchers which are required in support of various expenses, must be arranged in chronological order and attached to the claim. Each voucher must show the date, cost, and nature of the expense.
6.	Multiple Pages - If your claim is more than one page, indicate page number and total number of pages. DO NOT total each page. Use subtotals and enter the total amount of the claim on the last page of the claim in the space for "TOTALS" and "CLAIM TOTAL".