Guidelines to receipts for relocations assistance
STANFORD LINEAR ACCELERATOR CENTER Funded by the U.S. Department of Energy and, therefore all reimbursements for travel have to adhere to both DOE and Stanford University policies and guidelines.
GUIDELINES TO RECEIPTS FOR RELOCATION ASSISTANCE
Dated original receipts or invoices for expenses must be sent to Travel Reimbursement as backup for the completed travel expense report. In accordance with IRS rules, the back up must support the cost and business character of the transaction, and for a reimbursement, must show evidence of payment. Credit card payment forms are not considered to be itemized receipts, and are generally not enough documentation standing alone.
E-Tickets may be used for travel as long as you obtain a passenger coupon or a detailed invoice/itinerary that shows all times of departure, flight numbers, class of service, fare basis, ticket number or confirmation number, and cost of ticket, along with proof of payment. All tickets must be on a U.S. flag carrier and have a U.S. flight number.
Rental cars must have prior written approval from Human Resources. Both the car rental agreement and final checkout receipt must accompany requests for car rental reimbursement so that information on insurance is available. Stanford University provides self-insurance on rental cars so you should not purchase more. LDW, CDW, PAI, LAI, PEC, and other insurance waivers will not be reimbursed.
The hotel billing showing the breakdown of the room charges is required for lodging reimbursement.
We assume that the Meal & Incidental Expenses (M&IE) you request on your travel expense report represents the portion of the M&IE you wish to receive. We can only reimburse you up to the Federal M&IE allowance rate.
Original receipts are required for all expenses except for the MI&E allowance and for transportation costs under $25.
Foreign receipts must show the U.S. equivalent. A SLAC approved currency converter is available on the web at Oanda. If a copy of an exchange receipt is provided, reimbursement will at the rate on the receipt. Or, if a copy of the traveler's credit card statement is included with receipts, reimbursement will be for the amount shown for the item on the statement.
An explanation should be given for any unusual expenses. Approval of full reimbursement is contingent upon meeting the guidelines and limitations established in Stanford's Administrative Guide Memo 36.7. The traveler is responsible for the accuracy and completeness of the travel expense report. Travel Reimbursement needs to receive all required back-up documents before reimbursement can be processed.
