2010 Admitted Students Visitation Weekend
March 26 and 27
Travel Reimbursement Request Form
Full Name __________________________________________________
Please answer all of the following questions.
(1) What was the date and time of your departure? (from home to here)
(2) What was the date and time of your return? (from here to home)
(3) What mailing address would you like your reimbursement sent to?
Address Line 1:
Address Line 2:
Address Line 3:
If you drove your personal car to the event, what was the total number of miles driven (to include
from point of origin to Durham, NC and from Durham, NC back to point of origin)?
I certify I have expended the amounts, as indicated by my receipts, for travel to and/or from Durham, North
Carolina for Admitted Students Visitation Weekend at the Nicholas School of the Environment at Duke
University. I certify that all items and receipts are true and accurate to the best of my knowledge.
Payee Signature Required (original signature required; faxed copy not acceptable)
PAYEE MUST RETURN THIS FORM SIGNED ALONG WITH ORIGINAL RECEIPTS
Office of Enrollment Services
Nicholas School, Duke University
Research Drive/LSRC building/Room A116
Box #90330/ Durham, NC 27708-0330
Additional instructions regarding receipts and documentation requirements are located on page 2.
Travel Receipts and Documentation
In order to process your travel expenses for reimbursement, you will need to provide original receipts
for all expenses incurred during your trip, up to $200.00. The following list indicates the type of
documentation that should be submitted:
Original ticket stub/passenger receipt coupon or airline receipt if ticket-less travel (proof of purchase
and boarding passes are required when passenger receipt coupon is not available)
Original itemized receipt/contract showing itemization of charges
Original folio showing itemization of charges
Original itemized receipts for all meals
Original credit card receipts should be accompanied by an original itemized receipt.
Admitted students will only be reimbursed for expenses for which original receipts
have been provided, which includes cash and credit card charges. We will not accept
photocopy, scanned, or email receipts; originals ONLY.
Fuel for Personal Car: Original receipts AND number of highway miles should be submitted.
Personal vehicle expenses, such as fuel, are reimbursed at the current IRS mileage rate, which is
currently $0.50 per mile OR by original receipt only. However, travelers will be reimbursed for the
LESSER of the two expenses.
(For example, a traveler driving 200 total highway miles at the IRS mileage rate of $0.50 per mile
would anticipate receiving $100.00 in reimbursement funds. However, if the “actual” total of
your fuel receipts only comes to $90.00, we would reimburse you for the latter amount instead,
which is the lesser of the two expenses.)
Fuel for Rental Car: Fuel for rental cars should be handled like documentation required for
hotels and meals, therefore, please prepare to submit original receipts for reimbursement.
Important Details to Remember:
• Before mailing, keep a photocopy of all original receipts.
• Original receipts are required for reimbursement.
• Reimbursements will be processed from April 12 through May 14, 2010.
• It will take up to three business weeks from the time we receive your original receipts for you
to receive reimbursement funds.
• If your total expenses are less than $200.00, we will reimburse you for the lesser amount.
• For additional questions, please contact Enrollment Services directly at
firstname.lastname@example.org (email) or call 919-613-8070.