How do I request reimbursement for mileage/travel?

January 13, 2012 By

VSC Travel Reimbursement Form:  http://www.vsc.edu/faculty-and-staff/Pages/HR_Travel_Forms.aspx

For in-state travel (i.e. no per diem included):

  1. Fill in the general information at the top of the form.
  2. Under Date/Description, enter the date(s) of travel and state the Business Purpose of the travel.
  3. Fill in the total number of miles traveled, and the number of commuting miles (if necessary, depending on your Union).  The Excel form will calculate the total reimbursement based on the current rate allowed.
  4. Save the form (please name it so it is easily identifiable) and email it as an attachment to traci.davis@lyndonstate.edu.  The email will serve as your signature.  Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.

For out-of-state travel (includes per diem for meals/incidentals):

  1. Follow the steps 1 through 3 above.
  2. Go to http://gsa.gov/portal/category/21287.  Enter the City/State of travel to determine allowable per diem rates.  Click on Meals & Inc. Exp and copy/paste the chart(s) into a Word Document that will accompany your electronic request for reimbursement.
  3. Enter the per diem information on the travel reimbursement form (total reimbursement will be automatically calculated).
  4. If any funds were received in advance of this travel, enter the amount received in the “Less Advance” box.
  5. Scan any receipts for $25.00 and above, and save to a pdf file which will accompany your electronic reimbursement request.  (If receipts exist in email format, send the email as an attachment with the same request.)
  6. For pcardholders only:  Go to https://www.samaccess.com/sam/Login.do.  Save your  Cardholder Transaction Report for the dates traveled to a pdf file which will accompany your electronic reimbursement request.  Enter the appropriate amount in the “Less P-Card Purchases” box (total reimbursement will be automatically calculated).
  7. Save the form (please name it so it is easily identifiable) and email it, along with all necessary supporting documentation, as attachments to traci.davis@lyndonstate.edu.  The email will serve as your signature.  Traci will forward it through ImageNow to the appropriate Budget Manager for approval, upon which it will be processed for payment.
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