Baylor University || Travel || Reimbursement

Reimbursement

Documentation - The traveler/employee is responsible for maintaining complete and accurate records and submitting supporting receipts and/or other documentation for expenses incurred as required by this policy.
Expense Reports (ER) - Expense Reports are required for reimbursement of University travel and entertainment expenses and must show costs by category.
Receipts - Original dated receipts are required for lodging, rental car and airfare, regardless of cost, and for meals and other expenses in excess of $35. Receipts that document proof of payment must be attached to the ER. Travel itineraries or non-itemized charge card tickets are not acceptable as receipts. When expenses are being shared with other organizations, a copy of the receipts will suffice if a copy of the travel report provided to the other party is submitted with the ER.

In the case where an original receipt is lost or destroyed, the employee must make a concerted effort to obtain a duplicate receipt. If the employee is unable to obtain a duplicate receipt, a Lost or Destroyed Receipt Affidavit must accompany the printed ER. The Lost or Destroyed Receipt Affidavit should be used sparingly and only in the rare circumstance when an original receipt cannot be obtained.
Expense reports will be subject to audit and review.