Student Organization Handbook

9 Instructions for Reimbursement After Traveling 1. Reimbursement is limited to the amount of funds available in your budget. 2. There are FUNDING LIMITS ON ALL travel reimbursements (meals, tips, taxes, cabs, mileage, phone calls, etc.) and expense reimbursements. Travel Policy funding limits (Appendix C) 3. There are TIMING LIMITS on the submission of travel and expense reimbursements. Reimbursement forms must be submitted within two weeks of completion of each trip to ensure that the expenses may be processed before the end of the fiscal year on June 30. 4. Each traveler must submit itemized and proof of payment receipts for all meals and reimbursable expenses, such as transportation costs, gas, toll, or parking, that are paid for on the trip to the student coordinator in the administration suite. Please place original receipts in an envelope and include name, mailing address, NSU N number, NSU email, and phone number. 5. Each travel arrangement for airfare, hotel, and car rental will be mailed to each traveler (the travel reimbursement policy will be included.) This requires listing the daily expense, including hotel and meals. The maximum daily limit for meals is $50 a day, tips are 20 percent maximum of the subtotal, and applicable taxes are calculated based on the location. Do not calculate 20 percent for tips on the total bill, which includes taxes. Alcohol is not covered. Taxes and tips should be shown as a separate line item. Yet again, each traveler must submit itemized and proof of payment receipts for meal expenses. Only itemized receipts and proof of payments are eligible for reimbursement. Credit card receipts or hotel bills listing only the total amount spent are not acceptable. 6. All prepaid expenses (e.g., meals, transportations, tolls, parking, etc.) and advances must be deducted on the form in the summary section as NSU direct charges. 7. Submit to the student coordinator. The account allocation section and the departmental administrative approval will be completed by the Finance and Administration Office.