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Expense Report Form

All travel must be in compliance with the College's Travel Policy.

This form is used to capture a trip's total expenses for all travelers.

Within ten business days of completion of travel, submit an Ithaca College Expense Report Form. Reimbursements will be based on one final approved Expense Report Form.

  • All expenses MUST be listed on this form including Cash Advances and pre-trip expenses.
  • All original receipts requiring reimbursement, in accordance with the College's Travel Policy, should be taped to 8 ½" x 11" sheets of paper. When original receipts are not available, prepare, sign and attach a memo explaining the expense.
  • Traveler must submit original Travel Card receipts with Expense Report to department coordinator. These original receipts will remain with the credit card statement. Travel Services will no longer require copies of these receipts, but must be available for periodic review and audit.
  • When requesting reimbursement, Departmental Coordinators must forward Expense Report Forms including required documentation to Travel Services. Required documentation includes receipts for reimbursement (over $25), Travel Expense $25 & Less Worksheet, conference agenda, and verification of travel (i.e. lodging folio, boarding pass, etc.).
  • Miscellaneous expenses $25 USD and under do NOT require receipts, but must be documented on the Travel Expenses $25 & Less Worksheet to qualify for reimbursement.
  • For International Travel, additional instructions can be found in the International Travel section of the Travel Policy.
  • Contact Travel Services at (607) 274-1480 with questions.

* Indicates required field

TRAVELER CONTACT INFORMATION
Legal Name *
Department *
Email *
Home address *
Home/cell phone *
Campus address *
Campus phone *
TRIP INFORMATION
Date of departure *
Date of return *
Destination(s) *
    Include Country, City, State
Domestic    International
Trip purpose *
Travel Authorization Number
Estimated mileage * what's this?  Air    Ground (numbers only please)
Number and type of travelers * Indicate the number of each:
Faculty    Staff    Student(s)
Full names of additional travelers *
    Enter N/A if you traveled alone
TRIP EXPENSES
  Paid by Traveler
Out-of-pocket expenses including those paid with Cash Advance monies
Paid by
Ithaca College

IC Travel Card,
POs, or VAFs
Total
Registration (include Conference agenda)    
Airfare    
Rented vehicle    
College vehicle      
Gasoline
   not reimbursed for personal vehicle use
   
Personal vehicle mileage
IC reimburses up to 180 miles per trip
For mileage starting 1/1/18:
$.545 per mile   x   miles
For mileage through 12/31/17:
$.535 per mile   x   miles
     
     
     
Parking/tolls    
Ground transportation -
   incl. gratuity for bus, taxis, shuttle
   
Lodging    
Meals - incl. gratuity    
Travel Expenses from Worksheet (totals)
($25 USD per transaction without receipts)
   
Other:       
Other:       
SUBTOTALS:    
Maximum funding authorized (If no maximum, leave blank) $
Total expenses paid by traveler $
Total Cash Advance(s) (include cash advance amount if applicable) $
Amount due to College from traveler
    Payable to Ithaca College - deposit at CFCU at Campus Center
    Include deposit receipt with expense report
$
Amount due to traveler $
REIMBURSEMENT FUNDING SOURCES AND AMOUNTS
Reimbursement amount due to the traveler - enter account(s) to be charged below  
* Account 1 * Amount 1 $  
  Account 2 Amount 2 $
  Account 3 Amount 3 $
  REIMBURSEMENT TOTAL:  
* I hereby certify the above information to be complete and accurate to the best of my knowledge and belief. I acknowledge that in order to comply with IRS regulations, I will reconcile my College travel expenses on an Expense Report Form within 10 days upon return from travel. In the event that an Expense Report Form is not submitted to Travel Services within 60 days, any college paid expenses will be treated as my personal income. These funds will be subject to required payroll tax withholding and reported on my W-2 Form. College related travel expenses incurred using personal funds will be ineligible for reimbursement after 60 days.

This page maintained by Michele Vineyard: last updated on October 18, 2017