Examples of a few simplified use cases.
| Use Case | Required documentation | Travel region | Comments |
|---|---|---|---|
| Lab supplies | Receipt and justification | No travel | Plan ahead and have admin team order supplies with Pcard or punchout catalogue. |
| Seminar speaker meal reimbursement | Event expense summary, list of meal attendees, receipts from meal. | No travel | Alcohol cannot be reimbursed and use separate payment method. |
| Transportation to Boise Airport | Travel authorization, receipt. | In state | State of Idaho does not pay for tips. Pay tips with your own cash. |
| Field work 1 day: per diem only | latest per diem calculator, agenda, travel authorization | In state | Requires travel greater than 100 miles from work site. Same day travel is taxable. |
| Field work multiple days: Mileage log only | mileage log, agenda, travel authorization, Google Maps screenshot of trips | In state, Out of state | License plate required in mileage log. |
| Geosciences Conference presentation multiple days. | Flight itinerary, travel authorization, per diem, receipts for lodging, airfare and other expenses such as poster printing that will be claimed. Conference agenda or personal agenda | Out of state | Flight itinerary is sent to traveler by airline prior to departing. Shows flight numbers and seat assignment. |
| International field work | Same as above and more. Requires registration with Risk Management. | International | Verify if Visa is required to enter country. Send email to Elaine Noot enoot@edu.idaho.gov describing purpose of trip. |
| International field work – cash advance | Same as above. Cash advance request submitted 5 weeks before trip. | International | Receipts must be collected if cash advance taken. Additional steps after returning from trip. |
| Business with personal travel | Airfare comparison for business vs. personal. Include destination and return trip. Screenshot from different carriers required. | Out of state, International | Boise State will reimburse for the cheapest airfare. If comparison airfare is cheaper that will be the amount of the reimbursement. |
Tips to Expedite Reimbursements
- Provide all documentation and forms on initial submittal. Check the use cases listed above to confirm what is required.
- Reimbursements take an average of 20 days to process for P2P Reimbursement team. Longer for peak periods
- Put expenses for airfare, lodging, and conference registration on Pcard.
- Remember that transportation does not reimburse for tips to Cab, Uber or Lyft drivers. Pay tips with your own cash.