Travel Reimbursements

Q. What can I get reimbursed for when I travel for Official University business?
A. The University will reimburse the Traveler, or the individual who has paid the traveler's expenses, for all necessary and reasonable University travel related expenses. You will most likely spend money on airfare, hotels, meals, and other incidental items, such as tips to skycaps and porters, business phone calls, and cab fares. Don't forget to get a receipt!

Q. What are non-reimbursable expenses?
A. Examples are, but not limited to the following:

• Pay TV and video rentals during travel
• Personal entertainment such as attending a professional sports event
• Health club fees
• Domestic car rental collision and damage waiver (CDW) insurance
• Personal injury insurance coverage - Refer to Travel Accident Insurance
• 1st or business class unless necessary approvals are obtained before tickets are purchased

Q. I lost my original receipt; can I still get reimbursed?
A. If you lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will be happy to provide you with a copy of your receipt. If a receipt or duplicate cannot be obtained, submit an itemized list indicating what the expenses were. When submitting a duplicate copy of a receipt or alternate documentation, write this statement on the receipt and sign it: "This expense was incurred in connection with University business. I have not and will not be reimbursed from any other source."

Q. I'm traveling with an E-ticket, what do I use for a receipt?
A. If you are using an Electronic ticket, a receipt must be requested from the vendor at check in. Submit this original receipt for reimbursement.

Q. How can I automatically charge my airline tickets to my University accounts?
A. Use Travel Direct Billing for convenient airline and rail ticket purchase through the University's preferred travel agency.

1. Set up an account by completing a Travel Profile Form, print, sign, and fax to 800-541-7068. Your FSR will also need to sign the form.
2. Order your ticket(s) by phone from the University's preferred travel agency at 1-888-332-4642, and the costs will be direct billed to the account number you specified on the Travel Profile Form.

If you are arranging a trip for a group, student, or visitor, fill out the Special Event Profile for each trip, print, sign, have your FSR sign, and fax to 800-541-7068. Then order your tickets through Rosenbluth International (now American Express). For more information, see Travel Direct Bill.

Q. What is the rate for mileage reimbursement?
A. Click here for updated IRS regulations.

Q. What constitutes a Business Meal, and what do I need to be reimbursed?
A. Business meals are expenses, which are incurred while conducting official University business. Reimbursements should be submitted to your FSR or in Room Acc F-125. The following must be submitted with each reimbursement request:

1. Date and Place of meeting/activity
2. The specific purpose of the meeting/activity
3. The names of individuals attending the meeting/activity
4. Original receipts or copies of credit card receipts
5. Unallowable on grants unless specifically permitted by granting agency

Q. What are the travel reimbursement guidelines?
A. Visit AdmiNET's Traveler's Tips webpage for an brief overview of UChicago's travel Policy No 1202 broken down by categories.

Q. Where can I find per deim rates and foreign currency exchange converters?
A. Visit AdmiNET's TravelNet for Travel and Information Resources.

Q. How do I get reimbursed for my Travel?
A. Complete a Travel Expense Voucher, (TEV Form 97), or a Travel Expense Envelope. Original receipts must be submitted for transportation, lodging, business meals, other business expenses (charges incurred for equipment rental, supplies, or delivery services), and for any single expense that is $75 or more. All travel expenses, regardless of dollar amount must be itemized by day on the TEV. If additional space is needed, use a copy of the TEV worksheet or attach a plain sheet of paper to detail daily expenses. Forward the form and receipts to your FSR. For more travel tips, visit the University's Travel policy web page.