Reimbursement Instructions

  1. Submit the form below no later than one week prior to leaving for a reimbursable trip
  2. After the trip is complete, print out the email confirmation you received, sign it, and give it, along with your original receipts to the department secretary. The department secretary will then fill in the account numbers and send the form and receipts to Louise Waters in the Dean’s Office.
  3. Be sure to submit your email confirmation form and receipts no later than 10 days after the completion of your trip. Delays may compromise your reimbursement.

Note: RU faculty and staff travelers who travel to international destinations on university business must register through the online Faculty and Staff International Travel Registration:

Note: All fields are required for submission.

Your Name

Your Title

Your Email

Department Admin Email

Department

Destination

Dates of Travel

Business Purpose for Travel

Method of Travel
AirlineAutoTrainBus

Is this supported by the Dean's Matching Fund?
YesNo

Is this grant funded travel?
YesNo

Is this an international trip?
YesNo

RU faculty and staff travelers who travel to international destinations on university business must register through the online Faculty and Staff International Travel Registration: https://travelregistration.rutgers.edu/


To be reimbursed, please read the following and check each box to mark that you understand all of the requirements. You must check each box, regardless of whether it applies to this trip or not.

Commercial Air

  • Airline ticket receipt, e-ticket receipt, or detailed invoice/itinerary
  • Passenger copy of the air ticket (boarding pass) should be attached when possible
  • Proof of payment (i.e., credit card being charged)

Commercial Bus/Rail Fares

  • Ticket stub or detailed receipt showing the fare and proof of payment

Lodging

  • Original receipted hotel/motel bill specifying rate, date(s) of stay, & evidence of payment
  • Express checkout itemized receipt with the credit card being charged (conceal credit card number)

Car Rental

  • Rental is limited to intermediate size vehicle
  • Business justification and explanation that there were no other means of comparable transportation
  • Rental contract AND original receipt

Privately Owned Vehicle Mileage

  • Starting/ending locations with dates
  • Purpose of travel (note: "to attend meeting" is NOT sufficient)

Verification of Mileage

  • Use Mapquest or other mapping program that shows total miles

Meal Expenses

  • Itemized original receipts with proof of payment (lost receipt form if original receipt is not itemized)
  • No reimbursement for meals provided by any other source
  • Per diem option using University or IRS rate table (no receipts required)
  • $60 daily maximum for actual meals supported by receipts

Business Meeting Meal Expenses

  • Itemized original receipts with proof of payment
  • A full explanation of the business purpose for the meal, including topic of discussion
  • List of participants (full names) with affiliation and relationship to the project

Registration Fees

  • A copy of the fee sheet detailing the conference itinerary (or brochure)
  • A receipted bill or registration confirmation with the fee noted and proof of payment
  • An explanation of the purpose for attending the conference/meeting

Incidentals, Supplies, Misc. Expenses

  • Purchase limited to $500 by the University’s Small Dollar Incidental policy
  • Dated original receipts or invoices with evidence of payment
  • Business purpose of the purchase

Currency Conversion

  • Currency exchange receipts or bank/credit card statement to validate the conversion process
  • Oanda currency converter if exchange documentation is not available

Translation

  • Provide an English translation/explanation for all foreign language receipts

If the trip is funded by a sponsored program:

  • Clearly explain reason for travel and how it benefits the sponsored program
  • Unallowable expenses: Liquor, entertainment, flight insurance, laundry, etc.
  • US Flag Carrier –Fly America Act

Non-reimbursable items

  • No reimbursement will be given for the purchase of travel, accident or life insurance for a business-related trip. When traveling on university business, New Jersey Workers’ Compensation covers university employees. Contact the Office of University Risk Management and Insurance for further information.
  • Fees incurred for changing reservations unless there is a business justification
  • Expenses and/or fees associated with social or non-mandatory activities at conferences such as tours, sports activities, golf outings, fun runs, movies, theater tickets, in-room movies, in-flight movies, etc.
  • Unreasonably expensive meals and lodging
  • Expenses that are not Rutgers business-related
  • Meals included in the cost of conference/meeting fees
  • All expenses related to the personal negligence of the traveler (parking tickets and fines, towing, traffic violations, damage to personal vehicles, clothing, or other items)
  • Repairs of personal vehicles used on university business
  • Laundry and valet service for business stays less than a week (five consecutive business days)
  • Spouse's/family member's travel costs (including babysitting)
  • Lost/stolen cash or personal property including luggage and/or briefcases
  • Personal items and services (e.g., shoe shines, haircuts, manicures, saunas, massages, pet care costs, souvenirs or personal gifts, childcare costs, and personal reading materials)
  • Late payment penalties and interest on RU Travel or personal credit card
  • Alcoholic beverages (the cost of alcoholic beverages cannot be reimbursed from state or federal funding sources)
  • Frequent flyer or club membership (air or rail) fees
  • Gifts

Note: You can view the complete Travel, Travel Incidentals, and Meal Expense Policy here.