Receipts and other supporting documents, including claims submitted to other sources for payment of the same trip must be submitted for all reimbursement requests submitted in Chrome River. The following are examples of expenses that must be documented (receipts required):

• Lodging
• Conference/registration fees
• Airline tickets, train tickets
• Automobile rental
• Parking fees in excess of $75
• Baggage fees in excess of $75

First-class airfare, liquor/bar bills, valet services, traffic fines, personal insurance charges, and motorcycle transportation costs are unallowable. Tips are covered under the Incidental Expense Allowance.

To be reimbursed for travel expenses, the traveler submits a travel claim expense report in Chrome River by itemizing all travel expenditures and attaching all required receipts and documentation. The expense claim must be approved by both the traveler and PI or designee and routed to the SRA grant specialist for approval. Please note that travel reimbursements are normally issued to an individual requester, except in special instances where the composition of the travel party requires a campus custodian to administer travel funds for several individuals.

When submitting a travel reimbursement claim involving multiple travelers, a travel roster is required in addition to the normal documentation requirements. The travel roster must include the name of each traveler, amount of travel funds expensed for the traveler, and the signature of the traveler acknowledging funds expensed on their behalf.

Each travel claim is audited by SDSURF Accounts Payable for compliance with SDSU Research Foundation travel policies. If a claim requires adjustments or corrections totaling less than $20, Accounts Payable makes the adjustment and issues the check for the correct amount. On occasion, Accounts Payable may contact the claimant and/or SRA grant specialist for clarification of expenses and/or notify the claimant of adjustments only when the adjusted claim amount is greater than $20. If the claimant can provide additional receipts and/or explanation for the disallowed expense, he/she may provide the additional documentation and copy of the adjusted travel claim to process the reimbursement.

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