Traveler Tips

  • All expenses except Meals and Incidentals (M&IE) must have original receipts.
  • A valid receipt will have:
    • An itemized list of what was purchased,
    • The amount of the purchase,
    • The date(s) of the purchase,
    • The name of the vendor, and
    • A credit card slip is not a valid receipt by itself.
  • Airline tickets should be purchased in advance to take advantage of fare discounts. (ie. 21 day advance purchase).
  • Lodging receipt must be itemized and show a zero balance. If receipt does not show a zero balance, a credit card receipt must be provided.
  • Mileage rate and documentation: A log should be kept that which specifies the complete street address, city and state and beginning and ending odometer readings for each stop. General terms such as "Phoenix" or "Tucson and Vicinity" cannot be accepted.
  • Business-related calls should be noted as such on hotel receipt. Personal phone calls are not allowed.
  • Tips for food service and room service are not reimbursable. They are part of the “incidental” on “meals and incidentals”.
  • If a meal is included at a conference or meeting you may not claim that meal.
  • Get taxi receipts.
  • If you combined personal travel/time with your business trip, you may be reimbursed the business leg fare, plus applicable taxes. Any expenses on personal time are not reimbursable.
  • Car Rental must be justified and authorized in advance. The Car Rental contract and receipt must be turned into travel liaison.