Obtain the Travel Reimbursement form (FT9987) from Accounting. This form is used to record all reimbursable travel costs, and must be filed within 60 days of the traveler's
return. Receipts and other documentation of the total costs of the trip (including any prepaid expenses) must be
submitted along with the travel form. Employees must present original receipts
for all travel expenses that require documentation: that is, lodging, airfare, rail fare, car rental and gasoline, and
any unusual expenses. Business-related calls made during travel are reimbursable, but personal calls to the employee's home or
elsewhere are limited to one call per week for every seven days the employee is in travel status.
When original receipts are unavailable, the Company may consider accepting the following documentation of
incurred expenses:
canceled check; copy of bank statement plus carbon of check: credit card slip, customer copy credit card statement reflecting travel charges; bank statement which lists payee and amount.
The form must be signed on the line marked "Signature of Claimant" by the employee who traveled. The employee's signature acknowledges acceptance of the terms and conditions of reimbursement. The form must also be signed by the supervisor of the employee who is requesting
reimbursement for official travel. Even if the traveler is the principal investigator or project director for the
account making the reimbursement, he or she does not have the authority to approve the reimbursement.
If an employee chooses to arrive early for a conference or meeting to take advantage of reduced airfare, the
employee must reconcile the standard economy airfare with the reduced airfare, the additional hotel and meal
expenses, and any other expenses that were incurred because of early arrival. This reconciliation should be
submitted with the travel form.
If conflicting company business or a compelling personal reason (illness, death in the family) requires an
employee to cancel an official trip, reimbursement may be requested from the Company for nonrefundable
travel expenses incurred before the cancellation.