Travel Expense and Reimbursement Policy

Substantiation – Receipts and Documentation

The IRS requires that requests for reimbursements to individuals be substantiated with original receipts.  For online purchases, a screen print of the confirmation screen or email acknowledgement is acceptable.

The following are examples of acceptable documentation:

  • Meals – meals are reimbursable up to $70 a day, with original receipts.  A chit torn from a receipt is not acceptable – the receipt must show the detail of the meal purchased.
  • Lodging – hotel statement or folio
  • Rental car – rental agency invoice
  • Mileage – documentation of distance traveled – mapquest or similar
  • Taxi  - receipt
  • Airfare – original passenger receipt or electronic ticket receipt

The following expenses are considered de minimis, and do not require receipts:

  • Tips
  • Tolls
  • Meals under $10.00