Travel & Expenses Procedures and Forms
A compensation for the employee expenses will be paid in full as long as the following criteria are met.
Only reasonable actual ecessary business expenses are reimbursable
The Travel Expense Report must be submitted with an approved and signed Travel Authorization Form*. Failure to do so within the required time could delay your request for reconciliation, or revocation or may cause non acceptance of your travel expenses.
The Travel Expense Report sheet must be submitted with approval to VICCS NO LATER THAN 30 days. Failure to do so within the required time could delay your request for reconciliation, or revocation.
Attached original receipt(s) to expense report for each expenditure for amounts of $25 or more (including meals). The cost of daily meals, including tips and tax, are to be combined into one amount per day.
Attached original receipt(s) to expense report for each expenditure for lodging and transportation regardless of amount, and for all other items.
Check your daily allowance for meals and hotel accommodations for each city before traveling. More information on Government allowance rates can be found at GSA Per Diem Rates - 2008.
Taxi service shall be utilized unless circumstances prevent it if this service is more economical than rental vehicles and local taxi rates.
Rental--Intermediate or less costly cars shall be utilized whenever possible from rental agencies who offer the most competitive rates.
Mileage--Mileage allowance shall be calculated on a weekly basis. The per mile rate cannot exceed the limit set by Federal Government travel regulations.
If subsequent expense claims are made (for the same trip), the employee is to attach a copy of the original expense account that was previously submitted.