Ensure you have complied with your employers travel policy and administrative requirements.
All PCard transactions must be reconciled in Chrome River within 10 business days of the charge; this will often mean that this will be done well before the travel occurs. If a certain type of expense typically associated with travel airfare, lodging, ground transportation, conference registration, meal per diem, etc.
For instance, if a traveler attended a conference in Chicago, but an airline ticket is not included on the reimbursement request, and was not paid for via PCard, an explanation as to how the traveler got there should be included. Airline ticket receipt and itinerary printout of on-line receipt is allowable if form of payment is indicated.
It is preferable that airline tickets are paid for via P-card. As noted above, this must be done within ten 10 business days of the transaction date.
Premium seating, early boarding and other similar charges are not generally allowable. Before submitting the Chrome River report, ensure that these charges are not requested for reimbursement, or, if paid via PCard, provide documentation of repayment by traveler. You may also deduct these charges from the reimbursement amount, if applicable.
If traveler did not fly directly to business destination, provide 3 lowest quotes for business travel dates from a site such as Expedia or Travelocity to document what cost would have been. Allowable amount is lower of actual flight, or lowest quote. If proper documentation is not provided, Unrestricted Accounting staff will determine allowable amount.
Itemized hotel receipt, indicating payment in full has been made. Include explanations for any other occupants of the room.
It is preferable that hotel charges are paid for via PCard. Room service claim via per diem In-room movies Do Not claim any of these items for reimbursement If erroneously charged to PCard, ensure that documentation of repayment by traveler is included Internet charges allowable with documented business need.
Rental car receipt and related fuel receipts. Explanation should be included if UNM contracted vendors are not being used.
DO NOT include charges for fuel prepaid with rental company; traveler should provide fuel receipt for actual expense of filling tank. Other charges in addition to applicable rental fee and associated taxes and fees should not be included.
It is preferable that registration fees are paid for via PCard. If traveler paid out-of-pocket, method of personal payment MUST be evident. Include a copy of the conference brochure so that included meals can be verified, etc. Any other necessary business expenses incurred during trip. These should be fully explained in the Chrome River Travel report.
Ensure that you provide a full and complete University Business Purpose for the travel, including how the travel benefits UNM.
When traveling out of state, if driving due to personal preference, provide documentation of what cost to fly would have been. Provide quotes for cost of appropriate ground transportation. Allowable amount is lower of mileage or total cost of air travel. If nature of trip required travel by vehicle, provide adequate explanation.
Miles claimed may not include personal travel or commuting. Any mileage claimed in excess of the distance to the destination per Google Maps must be explained.Tips: Expense Report Checklist Reason or Purpose of reimbursement Hotel Hotel bill must be itemized and any expenses not related to the business of the trip (meals, movies, room service, mini-bar, telephone charges, etc) are not reimbursable.
Service charges from lawyers, accountants, business consultants or payroll companies are typical costs of seeking out professional advice and payroll or tax preparation documents.
Another large part of running an office is the money spent on daily supplies used by employees. Travel: Expense Report Checklist. Last updated Monday, Nov. 20, , at a.m..
When submitting a travel expense report, use the following helpful tips. Justification. Justify every expense to the point that it is very clear why it was necessary for business; the auditor may or may not be familiar with your program/nature of business.; Spell out all acronyms.
Business Cleaning Checklist Template cleaning checklist template business templates the best way you can make sure that all cleaning go as planned is to have a cleaning checklist template whether you are planning to clean your house office or moving from a tenant house a good pdf checklist will ensure that things run smoothly.
business cleaning. the trip. - Document must report hotel name, hotel address, name of all applicants. 7. Proof of financial situation in the country of residence: Thai company account Statement of the last three months updated to current month. Checklist for Business Application- Fashion Model.
If your business trip includes personal side trips or extended stays for a personal vacation, you can only deduct travel expenses used for business-related activities. For example, suppose you live in Atlanta, and then went on a five day business trip to New York.