Travel Reimbursement Information


Speedy Reimbursements with eReceipts

 

For prompt reimbursements please make sure you submit ALL required receipts electronically as a PDF file attachment to your Expense Report in TREX.

 

Paper receipts should NOT be sent to the Travel Office

 

It is recommended that you keep the original receipts until you have received payment.  At that time, you may destroy or keep them for your personal records.

 

 Receipts are ALWAYS required for the following:

 

Airline Tickets Hotel/
Lodging
Event
Registrations
Car
Rentals
Expenses $75
and Over*
Any $
Amount
Any $
Amount
Any $
Amount
Any $
Amount
Excluding
Meals

 

*Receipts for meals are not required regardless of the dollar amount.

 

Acceptable receipts must include the following:

 


Receipt Requirements

Vendor Name

Event Name

Traveler Name

Transaction Date

Flight/Rail Itinerary

Proof of Payment

Ticket Number

Itemized Daily Costs

Total Cost

Airline/Rail

Yes

No

Yes

Yes

Yes

Yes

Yes

No

Yes

Hotel/Lodging

Yes

No

Yes

Yes

No

Yes

No

Yes

Yes

Event Registration

No

Yes

Yes

Yes

No

Yes

No

When applicable

Yes

Commercial Rental Car

Yes

No

Yes

Yes

No

Yes

No

Yes

Yes

Expenses $75 and over

Yes

No

No

Yes

No

When applicable

No

Yes

Yes

 

Unacceptable receipts:

  • Airline boarding pass
  • Airline itinerary – without ticket number and/or payment confirmation
  • Registration form/application – without payment confirmation
  • Rental car reservation/estimate

 

Always include the following supporting documentation:

  • Foreign currency conversion receipts
  • OANDA currency converter rate detail sheet

 

Attaching Receipts

  • All receipts must be attached by the traveler or travel arranger (refer to the eReceipts Reference Guide or the Berkeley Lab eReceipts online course for more information.)
  • All paper receipts are to be scanned and attached to the expense report as a PDF file.
  • All receipts that are electronically received are to be converted to a PDF file and attached to the expense report.  Note: Only PDF attachments are accepted in TREX. Other formats such as, jpg, Word doc., tif, Excel…..are not.
  • All receipts should be attached in the following order: Airline tickets, Hotel/Lodging, Event Registration, Car Rental, and any additional receipts – all scanned in one direction.
  • Receipts should be in one PDF file, however, if this is not practical, multiple PDF file attachments are okay, provided they are named properly as indicated in the naming convention guidelines below.
  • Suggested naming convention for receipts is as follows: Trip number, traveler’s last name and first initial, report ID number and description, (i.e., 93758 Smith J 147781 Hotel).
  • In accordance with LBNL Policy, Personally Identifiable Information (PII) may not be submitted electronically. Attachments containing this information must have all visible PII redacted/removed.

 

Lost/Missing Receipts (receipts not available):


When circumstances beyond the traveler’s control prohibit submission of required receipts, a Lost/Missing Receipt Waiver form will need to be completed and submitted to the Travel Office. In the absence of a satisfactory justification, the amount involved will not be reimbursed.

 

Why are receipts required?


The need for receipts is to avoid incurring potentially unallowable costs under Contract 31 and to stay in compliance with IRS regulations (Publication 463). In order for travel reimbursements and travel advances to remain non-taxable to the employee, expenses must have a business purpose, be accounted for within a reasonable time period (30 days per LBNL policy), and adequately accounted for to the employer. Any excess reimbursement or allowance must be returned within a reasonable amount of time (90 days).