07 - 120 Instructions for Completing the Travel Reimbursement Form

Please use Excel form, it has been formatted with current mileage rate and automatically calculates most fields. PDF format is provided as a reference and is not recommended for use to request reimbursement.

Employee/Trip Information

[1] INV # The INV number is completed by your BSC or campus travel center.
[2] Campus Please place an X in the box next to your campus. It will allow the Excel form to update the mileage rate for your campus.
[3] Name Enter the name of the person traveling or the person responsible for the group.
[4] Position/Title Enter your position or title.
[5] Department Enter the name of your department, for instance, Chemistry or English.
[6] Phone Enter your campus phone number, or a number where you can be reached during business hours.
[7] Depart Date Enter the date you began your trip. The depart date is a required entry. Enter the date in MM/DD/YY format.
[8] Return Date Enter the date you returned from your trip. The return date is a required entry. Enter the date in MM/DD/YY format.
[9] Destination Please provide a brief description of where you traveled.
[10] Identification Please enter your USNH ID and mailing address.
[11] Project/Grant If your travel was related to a project or grant, please enter the name of the project/grant or contract here.
[12] Business Purpose Please enter the business purpose for your travel.
[13] Personal portion of the trip If you combined this trip with personal time, please check yes, and attach a statement and documentation that supports the period and cost of the business portion of the trip. If not, please check no.

Employee Paid Expenses

[14] Date Enter your travel dates in MM/DD/YY format. The day of the week will be calculated for you. If your trip was longer than seven days, you will need to use an additional reimbursement form.
[15] Auto Rental Enter the daily amount spent on auto/van rental.
[16] Taxi/Tolls/Parking Enter the total amount spent on taxi, tolls and/or parking each day. Receipts are only required for amounts greater than $25.00.
[17] Air/Bus/Train Fare Enter the amount you spent on airfare, bus or train fare. Do not include airfare or bus fare that was charged to the University's Business Travel Account through your BSC. This is only for amounts you paid for personally.
[18] Telephone/Fax Enter the daily amount spent on telephone calls or faxing for business purposes. Please refer to Travel Policy Cheat Sheet for allowable items.
[19] Lodging Enter the total daily amount for your lodging. Include all related taxes such as room, city, state or county taxes. Do not include any personal costs such as in-room movies, etc. Please refer to Procedure 07-006 Lodging, for further details.
[20] Other Enter the daily amount spent on other business related expenses such as copy services, laptop computer rentals, in-room safe, currency conversion fees, tax, tip, gas, bag fees, etc. Please refer to Travel Policy Cheat Sheet for allowable items.

Meals

[21]

Per Diem Allowance

Enter the standard per diem meal allowance for your travel location. If you are choosing to claim less than the standard per diem rate, enter that amount here and DO NOT complete the Adjusted Per Diem Rate section. The Per Diem Method is required unless a specific exception has been approved.

[21A]  Incidental Use this section to input incidental expenses (IE) per diem. For inside contiguous 48 states the IE is currently listed as $5.00 per day. For foreign destination, the incidental rate can be found at https://www.defensetravel.dod.mil/site/perdiemCalc.cfm
If you choose to claim less than the standard per diem rate, enter zero for incidental and do not complete the Adjusted Per Diem Rate section.
[21B] Meal Allowance The Meal allowance will automatically calculate based on the Per Diem Allowance minus incidental.
[22] Per Diem Rate for first and last day Indicate which days were the first and last days of the trip.
[23] Adjusted Per
Diem Rate
Use this section to indicate if meals were provided by other sources. For instance, those included with the conference registration, provided by a colleague or vendor, or being claimed in business expenses. Check off each meal that applies. If you choose to claim less than the standard per diem rate, enter that amount in the Per Diem Allowance and do not complete the Adjusted Per Diem Rate section.
[24] Daily Meal Total The Daily Meal Total will automatically calculate based on the Per Diem Allowance and any meals provided for you by other sources. For example: A traveler attends a 3-day conference. The conference provides breakfast for all attendees on the second day of the conference at no charge to participants. Since the cost of breakfast is included in the conference registration fee, the traveler is not entitled to reimbursement for breakfast. Therefore, if the full-day rate is $50, the partial per diem allowed for the second day of the conference is $39 ($50 less $11).

Mileage

[25] Date Enter the date in MM/DD/YY format. The mileage rate will calculate based on the applicable campus approved rate in effect at the time of travel.
[26] Departure,Destination & Purpose Enter the places of departure and destination as well as business purpose of the travel.
[27] Round Trip Choose yes or no in the drop-down menu.
[28] Miles Enter the number of business miles traveled.
[29] Mileage Rate The mileage rate will calculate based on the applicable campus approved rate in effect at the time of travel.
[30] Total The total business mileage amount is calculated based on the mileage rate and number of business miles traveled.

Business Expenses

[31] Date Enter the date of the business expense in MM/DD/YY format.
[32] Vendor Enter the name of the vendor from whom the goods or services were purchased.
[33] Description of Expense Enter a brief description of the business purpose including who, what, where, and why.
[34] Amount Enter the amount of the business expense.

Summary

[35] Total Expenses Paid by Employee The total travel expenses paid by the employee automatically calculates.
[36] Original Amount of Advance Enter the amount of your travel advance, if any.
[37] Amount Due to Employee/Amount Due to USNH The reimbursement form automatically calculates the amount due to the employee, or the amount the employee owes USNH if the advance exceeds expenses.

Accounting Information

[38] Expense Distribution Please enter the source(s) of funding for your travel expenses.
[39] Advance The BSC or USNH/UNH Travel Center will complete this information if applicable.

Approvals/Signatures

[40] Traveler The traveler must sign the reimbursement to verify that all expenses were incurred by the traveler in fulfillment of duties to the University System of New Hampshire.
[41] Travel Approver (Direct supervisor or his/her designee, or Principal Investigator) Please secure the necessary approvals for this reimbursement.
[42] Travel Expense Approver Please secure the necessary approval for this reimbursement.
[43] Sponsored Programs If applicable, secure an approval from the Office of Sponsored Research.
[44] Exception Approver If applicable, secure an approval from the campus CFO or designee or campus ADA coordinator as necessary for any reimbursement not in line with travel policy.
[45] Travel Coordinator/Center The BSC or Campus Travel Coordinator must sign the form to verify that they have reviewed the document and approve the reimbursement as well as verify that all supporting documentation is provided before processing the reimbursement.

MILEAGE REIMBURSEMENT EXAMPLES

Example 1: An employee has a main office at GSC in Concord, NH but one day they have meetings at GSC – Littleton and GSC – Conway.  They never go to their main office. The employee would calculate their mileage from their home to the Littleton campus; plus the mileage from the Littleton campus to the Conway campus; plus the mileage from the Conway campus to their home. This total would be the business mileage driven and available for reimbursement.

Example 2: An employee lives in Weare and has a main office in Plymouth, NH. They have a morning meeting at the Keene campus and will return to their Plymouth office for the afternoon. The employee would calculate their mileage from their home to the Keene campus; plus the mileage from the Keene campus to their Plymouth office to arrive at the business mileage driven and available for reimbursement.

Example 3: An employee has a main office in Durham, NH. They have a lunch meeting at the Plymouth campus but will work from their Durham office before and after the meeting. The business mileage driven and available for reimbursement would be limited to their mileage from their Durham office to the Plymouth campus and back to their Durham office.

Example 4: An employee lives in Conway and has a main office in Keene. Their work schedule is such that they do not normally work on Wednesdays. On one particular Wednesday, they are required to travel to their Keene office for a staff meeting.  Because they are driving to their main office, they will not be eligible for mileage reimbursement.  This would also be the case if they were required to travel to their main office on a day they normally telecommute.

Example 5: An employee lives in Dover and has a main office at UNH Manchester. They have a lunch meeting at the Plymouth campus but will work from their Manchester office before the meeting. When the meeting is over, they decide to take the scenic route home so they can drive around Lake Winnipesaukee. The employee would calculate their mileage from their Manchester office to the Plymouth campus; plus the mileage from the Plymouth campus to their home. From this total they will deduct the personal miles driven, to see the Lake Winnipesaukee area, to arrive at the business mileage driven and available for reimbursement.

Example 6: An employee lives in Dover and has a main office at UNH School of Law in Concord, NH. They work from their Concord office in the morning and have an afternoon meeting in Durham. They will not return to their Concord office after the meeting. They will be eligible for reimbursement for the miles driven from their office, to the Durham meeting, to their home.

Example 7:  An employee lives in Saco, ME and does not have an office on any of the USNH campuses.  The employee’s duties require that they visit various work sites in and around the Durham, NH area.  Because they do not have a regular place of work, and do not ordinarily work in the metropolitan area where they live, their tax home is wherever they work that day.  Any mileage for their first and last trip of the day would be considered commuting miles and are, therefore, not reimbursable.  If the employee travels to more than one location on USNH business during the day, the miles between USNH work locations are reimbursable.

Example 8:  Assume the same facts as in Example 7, except that the employee has a second job unrelated to USNH.  The employee often travels from their non-USNH work location to a USNH work location and then home, or vice versa.  All miles driven in this scenario are considered personal miles from a USNH business perspective and would not be reimbursable.

Example 9:  An employee has a faculty position at UNH and a faculty position at KSC.  The classes are held on different days, and the employee is not usually required to go from one campus to the other in the same day.  The miles from home to the respective campus and back home are commuting miles and are not reimbursable.  On a day where the employee travels first to UNH for a meeting, then to KSC to teach their class, then back home, only the miles from UNH to KSC are considered reimbursable business miles.

This page last updated Friday, June 28, 2019. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.