For overnight travel, the following receipts need to be submitted to your department secretary, who will complete the Conference Travel Reimbursement Worksheet. Once the worksheet is returned to you and you have verified it, you will attach it to your request along with all your receipts in the Alio Employee Portal.
1. Meals and Incidental Expenses: Before traveling, be sure to look up the daily GSA allowance for meals and incidentals. Only the GSA allowance per day will be reimbursed.
- All receipts for meals must be itemized. No reimbursement will be granted for non-itemized receipts or credit card slips that only contain a signature.
- Please label all receipts before scanning them.
For example, if you purchased breakfast on Day 1 only for a 3-day trip, please label your itemized breakfast receipt “Day 1 -Breakfast.” - These receipts will need to be handed into your department secretary and then uploaded to the Employee Portal with your reimbursement.
2. Lodging The GSA has a daily allowance for hotel stays per night. However, lodging expenses may exceed the GSA rates if the hotel is the site of the convention, conference, seminar or meeting. If the hotel at the site of the convention, conference, seminar or meeting is no longer available, lodging may be paid for similar accommodations at a rate not to exceed the hotel rate for the event.
- A receipt listing the cost of each night plus taxes needs to be submitted to your department secretary and then uploaded to the Employee Portal with your reimbursement request.
- Your receipt must have your name on it and proof of credit card payment.
3. Airfare
- Your receipt must have your name on it and proof of credit card payment. The receipts that you submit should be for the lowest quote of the three submitted in your original conference request form.
4. Parking, Taxis, Tolls, Baggage, Other
Receipts must be submitted for all expenses listed. Please clearly label each receipt before scanning and submitting to your department secretary.