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Information Required for Reimbursement

An employee adequately accounts for travel expenses by an expense report showing dates and destinations of business travel along with documentary evidence (such as receipts), mileage and other expenses related to business travel.

Travelers must record the dates and location of business travel from the official station. The traveler must show this same information for points where business is conducted or for a stopover or official rest stop location when the arrival or departure affects the fixed meal allowance or other travel expenses.

All reimbursements for university business travel are to be requested within 120 days from the end of the business trip. Any expense reports submitted after the 120 days will be reported to the Tax Department to be added to taxable income on the Form W-2.