Travel Receipts & Expense Types

Know Your Transportation Expense Types

  • Gas: Use for refueling rental and university vehicles. Receipts required for gas expenses over $50.
  • Mileage: Use when driving a personal vehicle. Include starting and destination locations and number of miles driven. Rate as of January 2023: $0.655/mile
  • Ground Transportation: Final car rental receipt required (not reservation)
  • Airfare: Full updated itinerary and itemized flight fees showing method of payment required
  • Miscellaneous: Overnight parking and baggage fees require receipts if over $50

Most expenses require a receipt. All receipts must show details of the item or service being paid for, date, and proof of payment.

Which receipts do I keep?

Original receipts are required for reimbursement of:

  • meals claimed as "actual" amounts (requires itemization and proof of payment)
  • lodging itemized, showing $0 balance
  • rental cars showing paid, (For Enterprise Receipt please obtain an updated receipt here)
  • fuel expenses over $50 for rental or university vehicles
  • miscellaneous expenses over $50
  • airfare (full itinerary and payment must be showing on document. Boarding passes are not required.) 
  • registration fees 

Receipts are not required for reimbursement of:

  • privately owned vehicle mileage
  • per diem meals
  • transit and ferry fares
  • bridge and road tolls
  • taxi, Uber and Lyft fares
  • day parking fees

If an original receipt is lost, please complete an Affidavit of Lost Receipt.