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- Receipts for airfare, lodging, conference registration, and car rental expenses regardless of amount. Receipts for restaurants must be itemized; the credit card slip is not an acceptable receipt, as it does not show what was ordered. Please remember only 20% of a pre-tax tip can be claimed. Alcohol cannot be charged to sponsored projects.
o Remember, SU is a tax-exempt organization. All purchases (excepting travel such as airfare, rental cars, hotels, taxis, etc.) should be tax exempt; sales tax might not be reimbursed and can never be charged to sponsored projects.
- Meals can alternatively be claimed using the per diem method. Maximum limits for meals vary by location. If you are using this method, please provide:
- The amount of the maximum daily limit is available on the US State Department's Domestic Per Diem Rates and Foreign Per Diem Rates by Location pages. Please include a screenshot of your city’s rates (and appropriate dates of travel) with your receipts.
- If you are claiming expenses on a flat per-diem rate, receipts for meals are not required, unless actual expenses exceed the maximum daily limit for the location.
- If you are claiming mileage, please provide a google maps showing the starting and end point with the number of miles. Your start/end point must be Syracuse University, not your home address.
- If you traveled internationally, please convert foreign currency to US dollars.
- Refer to your credit card statement or look up rates effective on the purchase date using the OANDA Currency Converter
- Please be sure to attach a copy of the currency conversion page or provide the credit card statement from the website when submitting for reimbursement. Note that the credit card statement alone will not be accepted as proof of payment. The original receipt must be included.
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- Reimbursements cannot be approved or processed for payment until all required receipts are attached to the expense report.
- Funding source: Please provide grant, research subsidy, or start up number.
- Note for Faculty: We would appreciate funding numbers instead of nicknames. For reference, your individual Team sheets contain all your funding information.
- Students and postdocs: Provide email from faculty sponsor containing funding source information/approval for reimbursement.
- Business purpose- Clearly state how the funds were used.
- g. for general expenses: “Purchased supplies to support my (project name) work.”
- For a conference: Name, date, and location of conference.
- Meals and food for events: “Food and beverage purchased for XXX event. List attendees and affiliation.” (If open invitation event list approximate number of attendees and affiliations.)
- Memberships Dues/subscriptions: Add details about membership.
- Scan or photograph your receipts and save PDF files to your computer. Do not use other formats.
- Please add all receipts to a folder Save folder Use Adobe Acrobat or Preview (Apple) to merge all documents together and submit a single file containing all receipts. Save file as LASTNAME_EVENT_DATE (ie. ROSS_MARCHMEETING_030424). This is preferred, but if you are having trouble, please send them as separate receipts when you submit your form (see below).
- Complete a reimbursement form (INSERT LINK TO FORM HERE). Include details so that the staff make be informed choices when they insert the information into the online travel and expense system (T&E system).
- Send the completed reimbursement form and PDF file of receipts to PHYreimbursement@syr.edu. Please use the following naming convention for the email’s subject:
- MMDDYY- Traveler Name – LOCATION (Note that “MMDDYY” must be the last day of the trip).
- Note that PHYreimbursement@syr.edu must only be used for submitting travel or expense report documentation and receipts.
- Funding source. For faculty, send the chart string number, not the nickname. Students and postdocs forward email from faculty with chart string and approval.
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