TRAVEL SUPPORT FORM

https://guru.psu.edu/forms/ERSTravelReimbursementRequest.pdf

• Travel Support forms are used to request reimbursement for expenses incurred while traveling on official University business.Travel Support Forms and accompanying forms and receipts must be submitted within 30 days of completion of travel.
  
  
• Travel Support Forms are reviewed and signed by the County Extension Director and the Regional Director.
  
  
• The employee's name and PSU ID must appear in the space at the top of the form. If the person is not an employee, the ID block should remain empty.
  
  
• The "Purpose of Trip" section must be completed in a manner which clearly states the purpose of the travel and which correlates to the budget and fund to be charged.
  
  
• The "Itinerary" of the trip must include the date(s), place of departure, destination, and point of return. Commuting expenses to and from the work site are not an allowable travel expense.

Mileage

The use of privately-owned vehicles is reimbursable at the rate of $0.485 cents per mile. Mileage is to be charged from the base of operation to the destination and return to the base. If the destination is closer to the employee’s home than the base location, mileage should be charged to and from the home. A notation in the "Comments" section of the travel support form is required to indicate that the home is closer to the destination than the base.

If a fleet vehicle is used, the VRES document number must be noted on the form. All travel expenses showing fleet vehicle usage must be matched to the fleet vehicle billing form received from fleet services.

Airfare

It is preferred, but not required, that employees based away from University Park use the direct bill procedure for air and rail charges when traveling on University funds. When doing so, travel arrangements must be made with one of the University’s contracted agencies. The direct bill procedure (DBAF) is an IBIS form.

A priced itinerary must be attached to the travel support form—even if a DBAF form or purchasing card support form has been processed. The DBAF or purchasing card number must be noted in the appropriate space on the travel support form.

Lodging charges must be broken out by each day. Phone calls that are business related and meals that are charged to the room should be listed in the "Meal" and "Other" sections of the Travel Support Form on the day the expense was incurred. Check receipt to make sure only one person was in the room, unless room was shared with another PSU employee. If room was not shared by a PSU employee for business reasons, then the single rate of the room is the amount that needs to be charged. If an employee shares a room with another employee and elects to pay the entire bill, the name of the other employee must be noted in the "Comments" section.

An original itemized lodging receipt is required for reimbursement. Some motels have begun to routinely provide credit card receipts instead of an original itemized receipt. Credit card receipts alone are not acceptable.

Reimbursement of employee meals is appropriate if the employee is traveling outside the base area of responsibility, or if the meal occurs as part of a group session with a business function.

Meals eaten may be reimbursed for actual amounts spent, up to a daily maximum. Please check http://www.travel.psu.edu/reimbursement.shtml for current maximums.

If meals are incurred during one-day travel (no overnight stay), a One Day Travel Meal Reimbursement Form must be completed and attached. These reimbursements are taxable by the IRS.

When reimbursement for a meal expense which is a business "group meal," the Group Meal Support Form must be completed. A Group Meal Support Form is required along with an original, itemized receipt when an employee requests reimbursement for meal purchases for others and themselves. A Group Meal Support Form is also required when an employee participates in a group meal and pays only for his own meal.

Receipts

Original receipts must be attached for all expenses except the applicable per diem amount for meals; registration fees under $50; and parking and toll charges under $10. Photocopies will not be accepted. Credit card receipts alone are not adequate receipts.

ONE DAY TRAVEL MEAL REIMBURSEMENT FORM

Form must be completed when the employee claims meals on one-day travel trips. Non-employees do not complete this form. If an employee pays for other employee’s meals, each employee must sign the form for their portion of the meal. If an employee pays for a non-employee’s meal, the portion of the amount that was for the non-employee’s meal must be noted on the Travel Support form. Names on the reimbursement form must appear in the "last name first" order. All meals for a given individual on each travel support form must be grouped and shown as one amount on the meal reimbursement form.

GROUP MEAL SUPPORT FORM

Form must be completed when reimbursement is requested for an authorized group meal for employees or visitors of the University. This form is backup for the Purchasing Card Support Form, Special Request for Check or Travel Support Form. Original, itemized receipt needs to be attached to this form. Names of attendees and purpose of the meal are required.

PURCHASING CARD SUPPORT FORM

Form is used to submit receipts for purchases made with the University Purchasing Card. Form must be completed with purpose and description of items purchased, budget and fund to be charged and signed and dated by cardholder. Please see information provided at cardholder training for additional information.