ASC Standard Practice for requesting on-line travel reimbursements
on-line travel reimbursements website
Purpose: To provide a standard for requesting on-line travel reimbursements.
Process of Preparation of Travel Reimbursements
- Dept Personnel prepares travel reimbursement.
- Forward receipts, attached to Employee Reimbursement Checklist, to your Dept ASC Contact for review.
- DO NOT request travelers signature at this time.
- Accounts Rep. reviews on-line travel and "Requests Traveler's Signature."
- Traveler submits/approves travel.
Please Note: The only individual that can modify a trip is the preparer. If corrections are needed after the traveler approves the trip, then the traveler must re-submit.
- Start a new trip
- I will be the traveler vs. I am preparing this trip for:
- Select, I will be the traveler if you traveled and are getting the reimbursement
- Select, I am preparing this trip for _______.
Click Select and type in the individuals name or NetID who traveled.
- Payment Request Preparer
- Select, Someone else will prepare the payment request
If an individual in a department is preparing the on-line travel, they must select this option, and must click 'search' and input the NetID of their ASC contact.
- Accounting Instructions
- Enter here the Account # to be charged and any department account or grant budgetary restrictions
- If there is a limit as to how much an individual will or can be reimbursed, input the amount.
- Traveler's Supervisor
- Enter the NETID of the traveler's supervisor, if known
Primary Destination - Las Vegas, NV
Departure Date / Return Date
Purpose of the trip:
- Please use the following format
Destination, Dates, Purpose
Example: Las Vegas, NV on 6/6/05-6/10/05 To attend the Educomm Conference to learn about and evaluate video conferencing and classroom technologies.
Please spell out abbreviated names of groups/organizations
Individual Receipts vs. Per Diem for Meals
Travel Advance
- Enter amount here is received for this trip, if none, please leave blank
- Additional Information required
- Exceptional Conditions: CAUTION Read and check if applicable
I received one or more travel advances for this
A party other than Cornell is paying for some of my expenses
I received required approval to have my spouse / companion's travel expenses reimbursed by Cornell.
I extended the period of travel because the reduced airfare costs resulted in savings that justified increased lodging and meal expenses.
I received required approval for premium or upgraded airfare.
- Trip Details - Further Preparation
- Supervisor: Please input supervisor of Traveler. The supervisor will receive an e-mail, when the traveler's signature is requested, but will not be prompted to approve the travel. They only have to review the travel.
- Payment Request Preparer: This should always be an ASC contact. If a department initiates the travel then they need to change this to their ASC contact.
- Other Viewers: Input individuals outside of the ASC that need to view the trip.
- Comments: Add any comments that pertain to the trip. A comment cannot be edited or deleted.
- Examples:
- All meals were provided by the conference; therefore no reimbursement is being requested.
- Joe Smith shared a room with Jim Doe; therefore no reimbursement is requested for lodging.
- Jane Doe drove a fleet car to conference.
- I will be the traveler vs. I am preparing this trip for:
Items Prepaid by Cornell: This is beneficial to capture the cost of the entire trip. Expenses may include PCard purchases, payment requests for conference fees or direct charges to accounts.
General Guidelines:
- Airfare: Please input airfare receipt as follows:
- Airline Carrier flight trip ie: US Airways Syr/LasVegas/Syr The purpose is to tell where the traveler left from and returned to. This also alerts the preparer if the traveler is entitled to mileage.
- Transportation Receipts: At Destination vs To/From Destination
- At destination is used when the transportation is needed while at your location. ie: taking a taxi from the hotel to dinner or to airport
- To/From Destination is used when this is the main source of transportation getting to the location. ie: the use of a train.
Note: Airfare and Rental or Personal Car have their own category.
- Multiple Receipts:
- The entire receipt amount should be entered and reimbursed expenses categorized as appropriate.
- If all expenses the traveler is being reimbursed have been categorized and there is a remaining expense that is not reimbursable (ie: movie on a hotel receipt) then click,
"All eligible expenses have been categorized. The remaining $XX.XX represents expenses not eligible for reimbursement."
