OLD: Tips for Travel Reimbursement


Below are some general guidelines about submitting reports and receipts for reimbursement.

When to Submit

Submit expenses for reimbursement promptly upon return from travel. SLAC and Stanford policy both require that requests for reimbursement be made within 10 days of return.  If not submitted within 60 days of completing travel, the reimbursement may be taxable.

How to Submit

Travel paid for by Stanford funds is reimbursed through Stanford’s  iOU system. If authorized, traveller may process his/her own iOU requisition. If not authorized, SIMES travel administrator should be contacted.  All receipts should be saved and submitted with requisition.  SLAC-funded travel is processed through the SLAC Travel website.

Tips for Submitting Receipts

  • Electronic signatures and receipts are acceptable, if legible.
  • Receipts for expenses paid by personal credit card should show the last 4 digits of the credit card number.
  • Tape receipts to an 8½ x 11 piece of paper. This will ensure they don’t get misplaced.
  • Documents should be single-sided, to aid the processing.

Currency Conversion

  • Use this currency converter web site  to convert to US$ any expenses in foreign currency.
  • Credit card charges for currency conversion may be reimbursed and should be included in the requisition. Attach a copy of the credit card statement showing the charges (black out the credit card number).

Local Travel Reimbursement

Trip must be 50 miles or less each way from Stanford/SLAC or from home, whichever is farthest:

See the “Policy Notes: Reimbursable Business Expenses” section in Fingate for details.

Foreign Visitor Reimbursements

Foreign visitors are required to submit additional forms.

For more information, see the “Foreign Visitors-Inviting and Paying” in the Travel section of Fingate.