Travel Expense Report
Purpose of Travel Expense Report - To reimburse employees for travel and entertainment related expenditures. You may use an expense report for reimbursement of expenses paid in advance of travel or you may request all travel expense reimbursement subsequent to your trip.
Due Date – A Travel Expense Report for all expenses not previously reimbursed or to clear advances and prepaids must be submitted within 15 days after your trip.
Travel Expense Report Form - Use the most current Travel Expense Report located on the Finance Department web site (www.rollins.edu/finance) under the Forms tab. You can save a copy of the Excel file to your own computer so you can save repetitive header information, but please check the Finance Department web site occasionally for updates. The formulas in the spreadsheet will total expenses down the columns and across the rows, as well as summarize expenses for accounting distribution. Please be sure to indicate "Page ___ of ___" if your travel requires more than one expense report form. Using the Excel form improves accuracy and legibility for the person who must process your report, and it will simplify the calculations for you. Handwritten expense reports will be returned to the traveler.
Original Receipts - Turn in the original detailed receipts that include the description of the item(s) purchased. Credit card statements or credit card receipts are not sufficient. If you make a purchase on-line, be sure to print the web page that is designated as your final transaction receipt or confirmation.
Organization of Receipts - Keep receipts for expenses organized by day, e.g. use one envelope per day. When completing your expense report, remove receipts from the envelopes (if applicable) and tape or staple them to 8 ½ x 11" paper, organized by day. Please make a note on the paper if several receipts make up one item of expense per the expense report. Do not staple or paperclip small receipts to the back of your expense report as this makes it difficult to process your report and the receipts may easily become detached and lost.
Lost Receipts - If you lose a receipt, include the expense on your Travel Expense Report along with a statement that the expense was incurred in connection with College business, the expense is accurately stated, and that you will not receive reimbursement for the expense from any other source. It is very important to turn in original receipts.
Foreign Travel - Clearly indicate exchange rates and the day(s) to which various rates pertain. If appropriate, you may complete your Travel Expense Report in the foreign currency and apply one rate to the grand total. Otherwise, complete in U.S. currency with conversions clearly shown on the sheet of paper containing the day's receipts. Provide support, such as bank receipts for currency exchange or a credit card statement, for the rate used. The College reserves the right to verify and adjust exchange rates.
Advances & Prepaids - These are allowed for certain travel involving students, travel under grants if necessary to charge expense to the proper fiscal year, travel to places where use of credit cards is not feasible, extended travel of 14 days or longer, or by special permission. List travel advances in the lower right corner box of the Travel Expense Report. Reduce total trip expense by the amount of advances. If prepaid expenses are less than total trip expenses, you will be reimbursed. If prepaid expenses are greater than total trip expenses, you owe the College money. Attach a personal check made payable to Rollins College .
Accounting Distribution - Include the budget (fund & org numbers) and account number for each line of expense summarized at the bottom of the expense report. A written description of the budget is not adequate. You must provide Finance with the exact budget numbers to charge.
Signatures - Be sure to sign your expense report as the traveler and obtain an appropriate approval signature from someone above you in the line of departmental authority, usually a director, department head, dean or vice president.
Expenses by Line Item
Line1 - Lodging - The original, detailed hotel receipt is required. Record telephone and meal expenses included in the hotel bill on separate expense report lines as appropriate.
Lines2 - 4 - Breakfast, Lunch & Dinner - Include tips related to each meal with meal expenses.
Line6 - Auto Mileage - Indicate to/from locations and number of miles driven in the explanatory section. Mileage is reimbursed at the current Federal Government rate.
Line7 - Car Rental - The College will not reimburse "refueling fees" so make sure you put gas in the car yourself. Do not take accident insurance on rental vehicles for travel within the United States . The College's liability insurance policy covers damage to rental vehicles in the U.S.
Line8 - Airline, Bus, Train - Attach the passenger copy of tickets and boarding passes. If not previously reimbursed, attach original receipt or e-ticket confirmation that you printed from the Internet transaction.
Line9 - Parking, Tolls, Taxi - Attach original receipts whenever possible. For some parking and tolls, it may not be feasible or even possible to obtain receipts.
Line10 - Gas & Fuel - Attach receipts for refueling of rental vehicles. If you drive a personal vehicle, request mileage reimbursement on Line 6. You cannot claim gas & fuel expense for a personal vehicle, only mileage expense.
Line11 - Registration Fees - If the conference will not accept the American Express travel card, you may pay for conference fees by Purchasing card, by direct pay, or from personal resources and request reimbursement.
Line12 - Entertainment - Include food and other entertainment expenses that involve one or more persons external to the College, such as independent contractors or visitors. Expenses for entertainment must include an explanation on the expense report of who was entertained and for what purpose. The related receipts must show the place, date and amount. If any of this information is missing from the receipts, it must be documented on the expense report.