Reimbursement Policy

Receipts

Travel reimbursements require original receipts. In addition, all pertinent expenditures for the travel should be listed on the travel claim and in trip detail. Trip details should include items purchased via the Purchasing Card, Direct Bills, or items claimed on a Claim Voucher.

Lodging

Original detailed itemized receipts are required.  Rate should be single rate, if rate is for two people explanation is necessary.  Explanation should include name of second person and if he/she is a University of Idaho employee and what functiaon they are fulfilling (may be purchased on the UI Purchasing Card).

Registration

Original itemized receipt are required.  Per diem should not be claimed for meals that are included in the registration fee.

Transportation

Private vehicle reimbursement is at 55.5 cents per mile (effective 07/01/2012) unless other wise indicated.  Number of miles should be indicated on Travel Expense Claim.  Mileage rate when moving is 23 cents per mile (effective 07/01/2012) and should be reimbursed on a Claim Voucher through Accounts Payable.

Airline

Original itemized receipts are required.  Receipts should reflect date, amount, method of payment, ticket number, vendor name, destination and dates of travel (may be purchased on the UI Purchasing Card).

Rental Car

Original itemized receipts are required (may be purchased on the UI Purchasing Card).

Fuel

Original itemized receipts are required.  If expenses are for anything other than a rental car an explanation will be necessary (may be purchased on a UI Purchasing Card for rental vehicles, courtesy cars, or motorpool vehicles only).

Taxi or Limo

Receipts are not required unless the cost exceeds $75.00 (purchasing card purchases require receipts regardless of amount).

Miscellaneous Expenses

Require original receipts and an explanation.

Telephone

Original itemized receipts are required.

Parking

Original itemized receipts are required.