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Guest Reimbursement Guidelines

If you are new to the ÐÇ¿Õ´«Ã½ travel reimbursement process, review the following guidelines.  Note that some policies and procedures differ from the home institutions of those visiting the university. And, know that individual ÐÇ¿Õ´«Ã½ departments may have additional guidelines. Contact your host department, finance or administrative staff with expense-related questions.

Summary

  1. Complete the visitor personal information form to become eligible for reimbursement in the Peoplesoft Financials. Once submitted, use the Payment Request Module under the Procurement tile at fin.case.edu. This system reimburses guests/visitors, i.e. those not ÐÇ¿Õ´«Ã½ employees or students. 
  2. Most travel-related reimbursements at ÐÇ¿Õ´«Ã½ are receipt-based. Meal allowances, i.e. meals without receipts are limited to $13 for breakfast, $16 for lunch, and $35 for dinner. Detailed receipts are needed for meals when not claiming allowances.
  3. All taxi, toll, and airline baggage expenses are receipt-based. Public transportation costs must be reasonable, but do not require receipts.
  4. Many departments support direct billing of airline and local hotel charges via ÐÇ¿Õ´«Ã½'s preferred travel agencies. This frees visitors from putting expenses on personal credit cards. Please contact your host department for more information.
  5. Hotel folios, which provide the necessary support for lodging reimbursements, must be turned in to the department submitting the reimbursement request on behalf of the traveler.
  6. When renting a vehicle, submit a final receipt with payment information to support reimbursement. 
  7. Please provide actual receipts for airfares. These receipts should include the last four digits of credit card, card type, and cardholder name. Itineraries without payment information are inadequate support for reimbursement.
  8. International travel must include an exchange rate reference when converting foreign currencies into U.S. dollars. References may include credit card statements, debit card receipts, change kiosk receipts, and estimates from online sites.