Policy Notes: Required Documentation for Travel Expense Reimbursement
Required documents for travel expense reimbursement are listed below. Additional documentation is required for reimbursements to foreign visitors, and to students and post docs attending conferences or meetings.
Required Documents
- All reimbursements require dated, original itemized receipts AND proof of payment. Credit card payment forms or statements alone are not considered itemized receipts for transportation tickets, lodging or car rental.
- All reimbursement requests must include statement of business purpose.
- Examples of acceptable documents:
- For Airline tickets: itinerary / invoice or e-receipt, showing proof of payment
- For Car Rental: contract, itemizing all charges, and proof of payment
- For Lodging: Itemized bill showing all charges and proof of payment, unless per-diem is claimed
- For Business meals: receipts itemizing charges, with names of attendees, and proof of payment such as the signed credit card receipt
Receipts are not required for:
- Expenses under $75. Record amounts for accurate reimbursement
- Meals and lodging if claiming per diem rates
Additional Required Documents for Foreign Visitors
- Copy of passport
- Copy of visa
- Copy of I-94 card
- Copy of LA-6 (Tax Declaration)
- DS-2019 if for J-visa
Additional Required Documents for Students and Post Docs
Reimbursement payments to students and Post Doctorates who attend, speak or present at a conference or meeting, or visit a field site or off-campus laboratory, will be tax-reportable (Reported by Stanford as taxable income on the individual's W-2) UNLESS one of the following two documents are included with reimbursement request:
- A signed statement from faculty member certifying that the travel/activity either
- directly supports faculty project, research or scholarship program,
- is to officially represent Stanford University,
- is an integral part of the student's degree work or is directly related to the student's employment at the University,
- is official University business
- A photocopy of the conference program indicating traveler is a speaker or presenter
Primary Policy Source: Administrative Guide Memo 36.7 Section 11
