I must attach:
Mileage
- Mileage log showing mileage between starting and ending locations, if the built-in Emburse Mileage Calculator (preferred method) is not used
Hotel, Car rental, Airfare, Conference registration and/or Membership receipts
- Make sure receipts show proof of payment, along with other requirements outlined in the Travel Policy
Foreign travel
- To back up the conversion of foreign currency to U.S. dollars, provide a credit card statement if the built-in Emburse currency calculator is not used
Meal receipts
- If exceeding the GSA maximum meal rate for a single day (if meals were all One Card charges, then receipts would not be needed)
Business meal receipt and form
- If a meal is considered a business meal and is substantiated as such, attach the meal receipt and either the business meal form or note the five Internal Revenue Service (IRS) w’s (who, what, where, when, and why) in the expense report comments
Tax withholding form
- If a travel expense report is not submitted within 90 days of the end date of travel
- Select “Travel Reimbursement > 90 days” from the Emolument Code dropdown
Miscellaneous receipts
- Rental car gas/baggage fees/parking/taxi/shuttle/train/metro/toll receipts are required if a single expense is $75 or more
On State funds (1XXXXX accounts)
- Travel Exception form (required for airfare, hotel, and rental car) if the exception is not documented in the comment section in Emburse
- The Rental Car vs. Mileage Reimbursement Calculator form, when mileage is claimed using a State account
I should not attach:
- Printed copies of approved Pre-Approval reports
- Emails or other documentation between the traveler and the voucher preparer; put all necessary details in the expense report comments
- Meal receipts, if not exceeding the GSA maximum meal rate