Travel Receipts

Questions should be addressed to Accounting Services at 402.554.2320.

Required Receipts
Expenses that require an itemized receipt when employee is in “travel” status:
- Commercial Travel (airline, bus, rail, and train)
- Car Rental (showing all insurances declined)
- Gasoline (rental cars or University vehicles only)
- Lodging (must claim single rate or provide explanation). Receipt must show zero balance.
- Registration Fees
- Miscellaneous Travel Expenses ($75.00 or more) Note: Itemized receipts must be provided for all non-travel related supplies purchased while traveling (e.g. books, CDs, etc.).
- Meals (including tip & taxes). Itemized receipts are required if the amount claimed exceeds the US General Services Administration (GSA) established meal and incidental expense (M&IE) allowances. Click here for more information. Note: ACTUAL meal expenses must be claimed. Claims appearing to be submitted as per diem amounts will be questioned.


Additional Meal Guidelines
Refer to the chart below to determine which meals are reimbursable and the allowable GSA percentage for meals when not in travel status for a full day.

Note: A claim for reimbursement of a business/official function meal, including a meal purchased for any individual other than the claimant, must be accompanied by an original itemized meal receipt, a list of attendees and a meeting agenda and/or conference flyer or other documentation to substantiate the business purpose of the meeting.

Receipts NOT needed (unless $75.00 or more per receipt):
- Communication expenses (phone, internet, etc.)
- Baggage Handling
- Intra-city Bus Fares
- Parking Fees
- Taxi, Shuttle, or Limousine
- Tips
- Toll Fees

Expenses NOT reimbursable:

- Alcoholic beverages
- Personal entertainment/services
- Spouse/Companion expenses

Note: This is not an inclusive list and other expenses may or may not be allowed according to University policy. Contact your campus Accounting/Accounts Payable office if you have questions.

Acceptable Proof of Payment:
- Original itemized receipt
- A canceled check may be used in combination with an itemized receipt.
- A credit card receipt may be used when it includes a detailed itemization of the purchase.
- A faxed copy of a receipt may be used in lieu of a lost original receipt if accompanied by a signed written explanation for the missing original (e.g. “original lost – use copy as original”).
- A photocopy of an original receipt may be used if accompanied by a signed written explanation for the missing original (e.g. “original lost – use copy as original”).
- For international travel receipts, all claims for reimbursement must be expressed in terms of US currency.