For a faculty or staff member to get reimbursement for work-related travel, including attending local meetings and conferences, you should complete the Expense Reimbursement Form in full. The form should be signed off on by your supervisor, and brought to the Business Office with the original receipts.
If you are seeking reimbursement for miles, you should also attach the Mileage Reimbursement Form, and a printout from Google Maps to substantiate the miles shown on the Expense Reimbursement Form. Trinity’s mileage reimbursement rate is currently 56.5 cents, as Trinity’s policy is to reimburse at the current IRS mileage rate.
Trinity’s policy is that faculty and staff members must obtain and submit itemized transaction receipts from vendors in order to be reimbursed for travel expenses. If the receipt is lost or not available, faculty and staff members must attach a completed Missing Receipt Disclosure for each receipt missing. This disclosure form must be signed off on by your supervisor, and must be attached to your Expense Reimbursement Form.
Faculty or staff members are permitted to request a Travel Advance before their trip, if it is needed for anticipated, reasonable, and allowable out-of-pocket expenditures. Travel advances must be requested in writing using the Travel Advance Agreement. Travel advances must be accounted for at the end of each trip. Failure to submit an expense report within 10 days of the end of the trip will result in a deduction of the entire amount of the advance from the employee’s paycheck. If the amount of the advance exceeds the amount shown on the expense report, the employee is expected to submit a check to the Business Office for the difference at the time the expense report is submitted.
Corporate Credit Cards
In lieu of a travel advance, the Business Office encourages faculty and staff members who travel regularly to apply for a Wells Fargo Corporate Credit Card. This makes the process of travel reimbursement easier on both the traveling employee and the Business Office. More information about the Corporate Credit Card Program can be found here. To apply for a Corporate Credit Card, please complete the Purchasing Card Application Form, and bring it to the Business Office for processing. Further information about the program can also be obtained from Eric James at 202-884-9505 or firstname.lastname@example.org.
Reimbursement Via Direct Deposit
The Business Office is pleased to offer to faculty and staff members the option of having their travel expense reimbursements directly deposited to their bank accounts instead of waiting for a reimbursement check. To do so, each employee needs to complete a Direct Deposit Form, even if he or she has already completed one for payroll. The form, along with a voided check, should be dropped off at the Business Office window during normal operating hours. When a reimbursement direct deposit is initiated, the faculty or staff member will be notified via email by a member of the Business Office. Please note that the direct deposit will remain in effect until the Business Office receives notification in writing of an employee’s desire to cancel it.