Travel Reimbursement Checklist 1. Download the ... - LTER Intranet

Travel Reimbursement Checklist
Page 1 of 2
1. Download the Travel Reimbursement Voucher form at
http://intranet.lternet.edu/modules.php?name=UpDownload&req=viewdownloaddetails&lid=773
2. Gather your receipts and look over the Travel Reimbursement Voucher and this checklist, before you
begin filling out the Travel Reimbursement Voucher. If you do not have a receipt, please include a short
explanation as to why you do not have one. Receipts should verify that you are the person who paid for
the item or service.
3. Make sure you fill out the upper portion of the Travel Voucher form completely (SSN# is important for
tax purposes and thus for your reimbursement).
4. The LTER Network Office is here to assist you in any way. Contact us at 505-­‐277-­‐2534, if you have any
questions.
SCHEDULE A— STATEMENT OF PER DIEM
1. Departure and return times
For air travel, LTER Network Office (LNO) and UNM use the flight itinerary as the source document. If
LNO has made your travel arrangements, we have a copy of your flight itinerary at the office. If LNO did
not make your travel arrangements, please include a copy of your flight itinerary.
For domestic travel, departure and return times may be adjusted to 1-­‐1/2 hours before scheduled flight
departure and 1 hour after flight return. Foreign travel allows the departure and return times to be
adjusted to 2 hours before scheduled flight departure, and 1 hour after flight return. This departure
and return time comes into play when calculating the rate for the meals per diem.
If you are driving to the meeting, please provide a meeting agenda or schedule.
2. Meals per diem
All meals, less meals provided by LNO or meeting organizers, are calculated by a per diem rate based
on the meeting location. You can find all per diem rates at http://www.gsa.gov/portal/category/21287.
UNM has partial period rules for claiming meals. When departing on a trip, your departure time
must be at or before the following times, in order to qualify for the meal:
Meal
Breakfast
Lunch
Dinner
Leave at or before
6:00 a.m.
12:00 noon
6:00 p.m.
When returning from a trip, your return time must be at or after the following times, in order to
qualify for the meal:
Meal
Breakfast
Lunch
Dinner
Return at or after
7:00 a.m.
1:00 p.m.
7:00 p.m.
3. And Actual
Lodging— LNO does not use the per diem rate for lodging. When LNO does not pay for lodging, the
traveler should use the actual costs (including taxes and fees), to determine the lodging reimbursement
owed to them. Please make sure the receipt from the hotel includes your name and proof of payment,
for example, Visa xxxx-­‐xxxx-­‐xxxx-­‐1234.
Updated 1/6/11

Travel Reimbursement Checklist
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SCHEDULE B— STATEMENT OF TRANSPORTATION
1. Transportation costs include: personal vehicle use to and from the airport or meeting location, airport
parking, shuttles, taxi fares, car rentals, fuel for the car rental, ferry fares, etc.
Personal vehicle use When using your own car for transportation to and from the airport or meeting,
you may claim $.50 per mile as payment for fuel and the wear and tear of your car. LNO does not
reimburse the actual cost of gas used in your vehicle. When using your personal vehicle to travel
distances greater than 200 miles, the total cost of the mileage rate should be less than or equal to, the
cost of a plane ticket covering the same distance. Please notify the LTER Network Office (LNO) before
using your own car to travel long distances by calling or emailing LNO.
Rental Cars You must have received prior authorization from the meeting organizer before you may
claim the cost of the rental car and fuel on the Travel Voucher. Please include the receipt of the rental
payment and the fuel.
SCHEDULE C— STATEMENT OF ALLOWABLE MISCELLANEOUS EXPENSES
1. Miscellaneous expenses include internet access expense, necessary Fax charges, and other expenses
required for travel or to participate in the meeting.
PURPOSE OF TRAVEL— Fill in the name of the meeting you attended
SIGNATURE OF TRAVELER— UNM requires that you sign the Travel Voucher in order to receive your
reimbursement.
MAIL THE REIMBURSEMENT TRAVEL VOUCHER WITH RECEIPTS TO
LTER Network Office
Department of Biology, MSC03 2020
1 University of New Mexico
Albuquerque, NM 87131-­‐0001
QUESTIONS? Call or email
George Garcia at 505-­‐277-­‐2551, email: gmgarcia@lternet.edu
Trina Leo at 505-­‐277-­‐2534, email: tleo@lternet.edu
LNO Main Office Fax number: 505-­‐277-­‐2541
Updated 1/6/11