Expenses & Reimbursement
The reimbursement form requires the
free Acrobat Reader.
To process reimbursements, download the pdf form
here or at right, print, fill out and
return hard copy to:
**Owners of the Acrobat Professional software can save responses typed directly into the form and submit via email
(save disabled in Acrobat Reader).
Reimbursements must be taxed as income if submitted more than 90 days after completing travel.
Expenses are reimbursable
to the individual traveler only -- Never pay for someone else's expenses.
- Checked Bag Fees
For mandatory first bag fees, the expense is reimbursable so long as the bag meets airline weight requirements.
For second bags, the state agency or UT department must verify that the second bag is necessary
for business and meets weight requirements. Documentation explaining why the extra bag is needed is required.
Both a receipt for the baggage charge, and an
explanation of the business purpose of additional bags is required for reimbursements. For overweight bags, an
additional explanation is required of the business purpose of the weight overage.
- Required Receipts
The following original receipts are required for reimbursement:
- Airline receipts - itineraries only are not accepted
- Airline checked baggage fees
- Rental car receipts
- Gasoline receipts
- Bus, taxi, train receipts (for travel between cities)
- Lodging receipts - detailed folio is required
- Meals receipts (over daily maximum - when rules allow exceptions to limits)
- Registration receipts (if paid by the traveler)
- Miscellaneous expenses
Receipts are not required within a city for all other transportation, but the expenses must be itemized
by date, locale, type, point-to-point, and amount. Receipts for parking expenses are not required. All
receipts must reflect payment and a zero balance due.
- Reimbursable Expenses and Maximum Amounts
Allowable expenses and limits are adjusted frequently. Please see Accounting's
for current information.
Please use only one conversion rate for each type of currency.
We prefer http://www.oanda.com/.