How do I account for charges made for meals, coffee, snacks, etc. made to my hotel bill in order to be properly reimbursed?

When you are traveling for Rice, if you charge a meal or other food items to your hotel bill, you must have an itemized statement (per meal or per purchase) attached to your hotel bill. The university wants to make sure that all charges (including alcohol) are charged to the right code.

Can I get reimbursed for vending machine purchases and for miscellaneous gratuities for which I cannot receive a receipt?

Yes--You can be reimbursed for any purchase under $25.00 dollars.  Document each purchase on a separate line on the reimbursement envelope.

How do I handle reimbursements if my spouse accompanies me (or if I share a room with someone unaffiliated with Rice University?)

See Travel Procedures Document page 5, section J. Lodging Expenses, on the Payment Solutions website: http://www.payment.rice.edu/otherpages/TravelProcedures.pdf Roommates at conferences usually split room rates. Please note that you must have an original receipt in order to receive reimbursement.

The envelope says I do not need to turn in receipts for items under $75.

See the Travel and Development Guidelines section on reimbursement. In this section it is noted that Fondren Library differs from the University in that it requires receipts for ALL items costing over $25.00 in order to receive reimbursement.

In general, the University does not provide travel money before a trip. See the Travel Procedures Document page 8, section 9 on Travel Advances and Prepaid expenses for additional information: http://www.payment.rice.edu/otherpages/TravelProcedures.pdf

I am traveling by car to a conference. Where can I find the mileage reimbursement formula?

Current mileage reimbursement information can be found on the Rice University Payment Solutions website: http://www.payment.rice.edu/resources.cfm?doc_id=9555

Reimbursement will be based on the "most economical and direct form of transportation" which can be the airfare rate rather than the mileage reimbursement rate. Travelers are often reimbursed according to airfare rates although they are driving to their destination. When travel by car is requested, current airfare rates should be checked in order to determine the reimbursement amount.

I am going to a meeting in Austin and will return the same day. Can I get reimbursed for my lunch?

"In accordance with IRS guidelines, meals will NOT be paid for one-day travel unless the meal is part of a conference program" from: Travel Procedures Document page 5, section M. One-day travel.

How do I register for a conference if everything is online?

Unless instructed otherwise, you can print the online form, fill it out and include it with the Travel request. The Accounting Clerk will use this information to register you online.

I am attending a free workshop that is being held locally. Do I need to submit a travel request form to the Committee?

It is not necessary to submit request forms for free workshops. You will need to have your supervisor authorize the release time, but that does not need to be brought to the attention of the Committee.

I have the option to attend a special paid function (i.e. dinner, reception) sponsored by the organization. Can I request additional funding to attend this event?

There is no reimbursement for this type of event above the per diem. The only time such an event would be covered, in addition to the per diem, would be if you were on the planning committee for the event, or had some other integral responsibility related to the event and were required to pay your own way to attend.