I'm submitting a request for mileage reimbursement for personal vehicle use. What's needed?
Be specific! "Home" to "Michigan" and similar vague equivalents such as "Various destinations" are unacceptable. MapQuest referencing, or in the very least, specific geographic information for each departure and destination is needed. If you are driving from Blue Ash to Lakewood, then do not submit Cincinnati to Cleveland. Give each new origin point and destination its own line, date, and mileage.
Are airline baggage fees reimbursable?
Yes. Travellers should submit justification for fees more than standard personal baggage.
What are the procedures for reimbursing travel expenses incurred in foreign currencies?
Submit exchange rate information from xe.com or equivalent site. Those exchanging cash should submit the bank or cambio kiosk receipt to obtain the transacted rate. Credit card foreign currency transaction fees are reimbursable. Remember University Policy requires writing dollar equivalents onto all individual receipts. Requests not following these procedures are subject to significant delay or denial.
Should I provide more than hotel and airline itineraries when submitting for reimbursement?
Travelers need actual documentation indicting payment (usually with the last four digits of a credit card clearly indicated.), i.e. a receipt. Credit card statements themselves can be submitted together with itineraries to support expenditures. Hotel folios typically provide indication of settlement with a credit at the end of the document.
When using an online service such as Orbitz, Priceline, or Expedia, ensure that either payment method is clearly indicated or provide additional credit card statement information. This is especially true for hotel and package purchases.
Do I need to purchase emergency medical evacuation insurance when travelling to remote areas overseas on official Case-related business?
No. The University provides this insurance free of charge through its office of Risk Assessment. Faculty, staff, and students must first register to activate the coverage providing information that includes dates and locations of intended travel. Contact Laura Corrigan at 216-368-4394 or click here.
Should I submit conference registration reimbursement requests under the "Travel Reimbursement" request type in Peoplesoft?
No. Conference registrations should be designated as a non-travel request type and have an account number
How should I submit local mileage, parking, and meeting expense requests?
Travel and related activities for employees within a 50-mile radius of Case should be submitted under the PeopleSoft request type "Non-Travel Employee Reimbursement." The "Travel Reimbursement" request type should be reserved for more distant travel.
Should travel reimbursement requests for non-employees and students include a Statement of Travel Expense form?
Yes, all travel-related requests must have a Statement of Travel Expense included.
Can I be reimbursed for toiletries while travelling?
It is expected that travellers provision such items, as well as aspirin, antacids, etc.
Are upgrades to "premium" economy seating reimbursable?
Fares must be purchased at the lowest price available on the most direct route. Upgrades within an economy-class (coach) cabin are not reimbursable without prior permission from the Chief Financial Officer.
Can I use my own miles for seating/cabin upgrades?
Yes, as long as the University is not obligated to pay a more costly economy-class ticket to enable the upgrade. Any fees associated with the miles-based upgrade (or any upgrade) must receive approval prior to ticketing.
I have sufficient discretionary funding and am on a flight of more than five hours flying time. Do I need prior permission from the Chief Financial Officer to purchase seating in business class?
Yes.
Can I submit my reservation confirmation as proof of a travel-related purchase?
No, travelers must produce a receipt with proof of payment indicated. This typically includes the last four digits of the traveler's credit card number for airfare, hotel, and car rental transactions.
Can I receive reimbursement for airfare prior to my travel date?
Yes, with the appropriate receipt showing actual payment.
The best fare I could find for my next trip was on Air Canada, but someone told me we're required to use a U.S. carrier. Is that true?
If your travel is federally funded, such as trips paid for by United State government grants, you must use a U.S. carrier. If no U.S. carrier flies to your destination then you should fly on a U.S. carrier as far as is possible. For example if you need to go to a conference in Denpassar, Bali you would be able to fly United or Continental to Singapore then fly from there to Denpassar or a foreign owned carrier.
If I can't use a Pcard to purchase airline tickets does that mean I have to pay for the tickets myself and get reimbursed later? Between airfare and my hotel I'm not sure I can afford to do that.
You do not have to pay your own airfare. If you reserve your tickets through one of the university's preferred travel agencies they can charge the cost to the appropriate speedtype number you provide.
Should I purchase insurance coverage while renting a car within the United States?
When you rent a vehicle for university-related business, rent it in the name of "Case Western Reserve University, by Your Name." This way you'll be covered by the university's vehicle insurance policy. See the vehicle insurance card here.
Do I need taxi and/or toll receipts to receive reimbursement?
Yes, there are no allowances for these expenses.
Can I prepay hotel accommodations or rental car charges if they are less expensive?
Yes, but travelers are not reimbursed until after the actual stay. A detailed hotel or final car rental receipt must be provided.
I provided a credit card receipt for my dinner. Is that enough for reimbursement?
All meals with food, tax, and tip totals above the University meal allowances require a detailed receipt specifying items purchased (in addition to the credit card receipt if separate). Detailed meal receipts are readily available from most restaurants.
Reimbursement for group meals must include names of attendees and the nature of Case business discussed.
Is alcohol a reimbursable expense with a meal?
Yes. Reasonable purchases of alcoholic beverages are permitted. These must be listed separately from other travel-related charges in the PeopleSoft reimbursement request form using account code 599020.
Some individual departments, as well as numerous state and federal grants, do not permit reimbursement for alcohol. Please check your department's policy.
Is laundry and/or dry cleaning a reimbursable travelling expense?
Under current Case Policy, it is not reimbursable regardless of trip length.
I provided an accurate currency exchange rate with my international reimbursement request. Do I need more to have the request processed?
Yes. Please write the actual U.S. Dollar amounts for each transaction directly on every receipt.
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