Expense Reports
EXPENSE REPORT 鈥� Reimbursement 鈥� Actual Cost
GENERAL INFORMATION听听
- Sign up for eRefund for FASTER reimbursement!
- Travel Authorizations听must听be associated with the Expense Report.
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- If the traveler does not complete an eTravel Authorization prior to travel see the听Travel Authorization section听for details.
- Cash Advances听must听be associated to the Expense Report, if applicable.
- Air Travel 鈥� Enter the round trip amount using the date of departure.
- Automobile Rental 鈥� Enter the full amount on the first date of car rental.
- Itemized receipts and proof of payment听must听be attached for all expenses $75 or greater.
- All single expenses $75 and over without receipts require the 鈥淣o Receipt鈥� Box to be checked and a justification in the comment box.
- Expenses listed as $74.99 are not acceptable to bypass receipt requirements.
- All expenses should be based on the听actual amount paid. Meals听are reimbursed on per diem allowance based on location of travel per听.
- When itemized receipts are required but cannot be obtained or have been lost and all measures to obtain a duplicate receipt have been exhausted, the traveler is required to select the听No Receipt听check box and provide a satisfactory explanation in the comments section explaining why such receipts are not being submitted with the Expense Report.
- The following payment methods will听not听be reimbursed: gift cards, airline vouchers, airline points, and crypto currency.
- Source of payment must be provided as additional supporting documentation for the following payment methods: airline credit, paypal,听venmo, zelle, apple pay, affirm, wild apricot,听or any online听payment provider.
- Expenses听must听be listed by date of when the expense occurred. 听Exceptions include the following:
- Conference / Workshop Fees 鈥� Enter the full amount on the first date of the conference.
- Airport Parking 鈥� Enter the full amount on the last day.
- Attachments听must听be in .pdf format.
- Interagency Financial Transactions (IFT)听paid expenses 鈥� Payment Type听must听be 鈥淚nteragency Financial Transactions (IFT)鈥�.
- Convert International currency expenses to US currency, for items $75 and over, using the International Currency Converter. A copy of the conversion听must听be attached for each expense.
- The converted amount听must听match what is entered on the expense report.
- Attach copies of the Approved International Travel documentation, if applicable.
Mileage
- Mileage and Parking only claim does not require a Travel Authorization.
- Departure and destination location听must听be entered in the description field of the mileage expense lines.
- PDF听from mapping website such as , , or听听must听be attached showing the total number of miles for claims $75 and over.听 Compute the mileage using the shortest distance to the destination from your residence or 吉祥坊.听 If traveling on a non-working day, use the distance from your residence.
- Mileage is computed based on the shortest distance from 吉祥坊 or home address and physical destination address, not City to City.
CONFERENCE / WORKSHOP FEES / MEETINGS
- Zero balance receipts听must听be attached.
- Daily agenda听must听be attached.
- Meetings with an overnight stay requires a copy of the agenda or proof of the meeting.
OVERNIGHT TRAVEL
- Hotel Folio with a zero balance听must听be attached.
- Meal Expenses 鈥� Reimbursement听will be 75% of the per diem allowance based on location of travel per听.
- In the event the meals are offered by the conference on first day/last day of travel, the M&IE allocation from the GSA website must be used to reduce the 75% of the per diem amount.
Example:听A traveler will be attending an overnight conference in New York City, NY. Dinner is provided on the arrival night at the conference. Calculation of the traveler鈥檚 per diem rate is as follows:
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- Airfare (Traveler Paid) 鈥� Proof of payment听must听be attached, including the itinerary.
- Automobile Rental (Enterprise or National) 鈥� Proof of payment听must听be attached.
吉祥坊 PAID EXPENSES
- Each line item听must听be over $100
- Airfare with Plaza Travel 鈥� Payment Type听must听be 鈥溂榉� Paid鈥�.
- Attach the email confirmation, including the itinerary and the total cost.
- Registration 鈥撎� Payment Type听must听be 鈥溂榉� Paid鈥�.
- Attach zero balance receipt and agenda
- Interagency Financial Transactions (IFT)听鈥� Payment Type听must听be 鈥淚nteragency Financial Transactions (IFT)鈥�.
CANCELLED TRAVEL
- Reimbursements due to cancelled trip, submit an expense claim associated with the approved travel authorization.
- original itemized settled receipts with proof of payment, along with the cancellation receipts听must听be attached. Evidence that no refund was provided听must听be attached.
- Associate cash advance (if any) with the expense claim.
- Justification for the cancelled trip听must听be provided.
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18111 Nordhoff Street
Northridge, CA 91330