Reimbursement Process

• A copy of the fee sheet detailing the conference charges and options
• A receipted bill or registration confirmation with the fee noted and proof of payment
• An explanation of the purpose for attending the conference/meeting
• Conference brochure or itinerary needs to be included
• Memberships and Registrations should be processed through MarketPlace when possible.

• Airline ticket receipt, e-ticket receipt, or detailed invoice/itinerary
• Passenger copy of the air ticket (boarding pass) should be attached when possible
• Proof of payment (i.e., credit card being charged)

Rutgers Travel Agency can be used to book airfare and Amtrak tickets.

• Ticket stub or detailed receipt showing the fare and proof of payment

Rutgers Travel Agency can be used to book airfare and Amtrak tickets.

• Original receipted hotel/motel bill specifying rate, date(s) of stay, & evidence of payment
• Express checkout itemized receipt with credit card being charged. 
• Credit card statements must show card holder’s name and the last 4 digits of account number.

• Rental is limited to intermediate size vehicle
• Business justification and explanation that there were no other means of comparable transportation
• Rental contract AND original receipt

• The University will reimburse staff that use private automobiles on University business at the current mileage reimbursement rate established by the IRS, plus parking and toll charges.
• Indicate starting/ending location with dates
• Business Purpose – Purpose of travel is required for reimbursement. Note that “ to attend a meeting” is not sufficient. A more detailed explanation is required
• Use Mapquest or other mapping program that shows total miles

• No reimbursement for meals provided by any other source
• Per diem using University of IRS rate table (no receipts required)
  • 75% on travel dates, 100% all other dates minus any meals provided by the conference

• The University will reimburse employees for meals while in travel status (travel for a period of at least 12 consecutive hours or a distance of 100 miles each way) using a per diem option which do not require a receipt.
• Reimbursement: 75% on travel dates, 100% all other dates minus any meals provided by the conference
• Travelers should not seek reimbursement for a meal that is included in any aspect of travel such as a conference registration.
• Travelers have two meal reimbursement options. Travelers must select one option for the entire trip in order to receive reimbursement.
  • Rutgers per diem rate of $50 for all cities (domestic or foreign)
  • IRS per diem rates as referenced in Meal Per Diem Options

• Purchases (not related to travel) limited to $500 by the University’s Small Dollar Incidental policy. If an item is over $500 and cannot be purchased using RIAS, you must request an exception to the policy by emailing expenseexception@finance.rutgers.edu. Approval email must be included with receipts.
• Dated original receipts or invoices with evidence of payment and credit card statement
• Business purpose of the purchase
• Preapproved software purchases should be made through RCIT and MarketPlace as a Purchase Order.
• If purchasing research materials through MarketPlace, please remember to include estimated shipping costs and tax.
• All computer and related items must be purchased through IT. IF IT or Kite&Key are unavailable to obtain the item, then you may purchase with NB approval if over $500.

• Currency exchange receipts or bank/credit card statement to validate the conversation process
• Oanda currency converter if exchange documentation is not available

• Only allowed with active IRB numbers with the participant compensation and research included in the IRB protocol. IRB number must be active in order to submit reimbursable expenses.
• If participation is not confidential, the signature sign in sheet with the date compensation was received needs to be submitted.
• If participation is confidential, a numbered sheet with the date the compensation was received needs to be submitted with a note that says that names will be maintained by the department.
• All gift cards must be processed through MarketPlace. No reimbursement on expense report for gift cards or cash not processed through MarketPlace. 

• Provide an English translation/explanation for all foreign language receipts

• If the trip is funded by a sponsored program, the traveler should comply with University policy and any specific policy of the agency., if more restrictive than the University Policy.