Travel Documentation Cheat Sheet Important Information: 1. Travel requests must be submitted for every out-of-state and over 24 hours trip to the UNR Travel Department (Ross Hall, Room 104 or MS124). 2. Travel requests should be submitted at least one week prior to the travel event. 3. The University purchasing card can NOT be used for lodging. The only exceptions are National Security Tech (Formerly Betchal) or ALS Apartments (Berkley). 4. Meals supplied as part of the Event (i.e. Conference) will not be reimbursed separately. 5. Travel claims are to be submitted to the UNR Travel Department no later than 15 days after completion of the trip. Prior to Event Travel: Documents that are needed to file a Travel Request (at least 5 days prior to event): 1. Copy of Conference Registration Form and/or Receipt. 2. Airline itinerary showing amount paid 3. Copy of the Program Flyer/Agenda, Schedule of Events or Invitation to Present. 4. Completed estimated hotel rate/reservation form. 5. Travel Advance (if requested). Please list amount and reason for the Travel Advance. Web Site for Travel Request Form: http://www.unr.edu/forms Select the “Travel Request” Form. Web Site for Contracted Car Rental Vendors: http://purchasing.state.nv.us/rental.htm After the Event Travel is completed: Documents that are needed to file a Travel Claim (No later then 15 days upon return): 1. Itemized hotel bill. 2. A receipt for registration. 3. A receipt for the airline ticket(s) 4. Copy of the Program Flyer/Agenda, Schedule of Events or Invitation to Present if one was not attached to the original travel request. 5. Original taxi receipt(s) 6. Original parking receipt(s) 7. Original rental car receipt(s) 8. Original gas receipt(s) for rental car 9. Account(s) to be charged 10. Copy of any purchasing card transactions used on this trip. 11. Note – You do NOT need to submit meal receipts. Employees are issued the “per diem rate” for meals regardless of expenditures. 12. Reimbursement for Incidental Charges of $3.00/day are allowed. You must list this on the travel claim to have it included otherwise it will not be included. Documents that are needed for any travel expenses relating to purchasing card (Pcard) transaction (i.e. Registration, Airfare, Car Rental, Taxi): 1. Itemized receipt(s) with amount and name of traveler/attendee. 2. A list of names of the conference attendee. 3. Account to be charged and any related documentation (PAC, Start up, College, Grant, Etc) 4. Copy of the Program Flyer/Agenda, Schedule of Events or Invitation to Present.
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