Traveler FAQs
Controller’s Note:
Please be advised—Travel Reimbursement Vouchers must be completed and submitted to the Travel Coordinator in the Controller’s Office within ten (10) days following the completion of the business trip.Any expenses submitted after 120 days from the date of travel will be treated as taxable income, as per IRS regulations.
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Is there a limit for travel advances?
Yes. The limit for an advance is $2000 disbursed by the Bursar’s Office in the form of a check payable to the traveler. The Bursar’s Office will not cash the check. -
Do I have to submit ALL of my receipts?
No. Only expenses of $25.00 or greater must be documented by an original receipt. Travel expenses less than $25 (e.g. tolls, parking ) do not require receipts; however they should be itemized on the travel expenses voucher. If a canceled check is to serve as a receipt, then copies of both sides are required. -
Are Students eligible to receive travel advances?
Yes, Graduate students receiving a weekly paycheck may be eligible to receive travel advances. Graduate students not receiving a weekly paycheck and all undergraduate students may receive advances only from Non State Funds and only through a departmental faculty/staff member. This advance is made directly to the faculty/staff member who is responsible for the funds and for ensuring that the Travel Reimbursement Voucher is submitted within ten (10) days after the completion of the trip. -
Are Federal taxes on airfare reimbursable?
Yes. -
What proof of payment shall I use for my hotel expenses?
Hotel receipts must clearly be marked paid or the credit card number and traveler's name must appear on the hotel bill. Reasonable tips for hotel bellhops, housekeeping service and porters are allowed when itemized. Taxes on hotel bills are allowed. If you are traveling with a family member and occupy a double room, you will be reimbursed at the single room rate. A hotel bill showing a zero balance can be proof of payment. -
Which expenses are required to be itemized?
Telephone charges should be itemized, listing the number called and business purpose. Detail any expenses less than $25. -
What are my allowable expenses?
Refer to FY09-CON-002 Employee Travel Policy & Procedures for details. -
What are the per diem rates for international travel?
International per diem travel rates - Read more » -
How do I handle international currencies for my travel Reimbursement?
To convert international currencies the following calculation is used: International Currency Amount *multiplied by Exchange Rate = U.S. Dollars US Dollars /divided by Exchange Rate = International Currency Amount Please see Q&A Currency Converter web site: http://www.oanda.com or rates may also be obtained from the Travel Coordinator in the Controller's Office (617) 287-5124. -
What are the reimbursement limits / per diem rates?
Lodging – Lodging expenses are reimbursed at a single room rate. Meals – see Per Diem rates Request for reimbursement of Business Meal Expenses other than the per diem incurred while on travel status, must be accompanied with an approved CON-04 Business Entertainment Expense Authorization Form, available on the Controller's Forms website. Privately-Owned Vehicles – The use of a personal vehicle at the approved rate – see mileage rates. This rate includes the cost of fuel and other operating expenses. Rental Car Use - authorization from your director/department head is necessary to receive reimbursement. Taxi, limousine, bus and subway fares are allowed when point of departure and destination are given. Any fare of $25 or more must be accompanied by original receipt. Read more » -
Which signatures do I require to travel?
The Signatures of the Traveler, the Traveler's Immediate Supervisor and the Account Signatory are required on the Travel Reimbursement Voucher. -
What do I do if my business trip straddles 2 fiscal years or goes beyond the ending date of my grant?
STATE FUNDED TRAVEL - If travel spans over fiscal years (e.g; trip is from June 15th to July 15th), a Travel Reimbursement Voucher is needed for each fiscal year (one (1) set for June 15th to June 30th and the second set for July 1st to July 15th).
GRANT/CONTRACT FUNDED TRAVEL - If travel extends beyond the ending date of a grant, the trip must be split funded and the portion beyond the ending date must be charged to another account.
