After Travel
Federal travelers should submit the required government travel expense reports (e.g. DD Form 1351-2) to the appropriate federal site office.
HJF travelers must submit a Travel Expense Report (HJF #322) within 10 days of return regardless of monies due or owed. HJF's Travel Office can assist you with any questions.
The following are some general guidelines for completing your report.
Receipts
Lodging
Meals
Transportation
Telephone
Meeting Registration
Receipts
Original receipts are required for reimbursement of expenses of $75 or more. Receipts also must be submitted for all major travel expenses including air and rail, hotel, car rentals and registration fees. Monthly credit card statements and/or travel agency invoices and statements alone are not sufficient documentation.
Original receipts should be provided whenever possible, rather than photocopies. However, if the original receipt is lost, contact the vendor and request a duplicate or photocopy. If a duplicate or photocopy is unobtainable, you must submit with the Travel Expense Report (HJF #322) a written, detailed description of the expense incurred, along with a signed statement that the receipt was unobtainable and that reimbursement will not be obtained from another source.
Lodging
You must submit original receipts to be reimbursed for lodging expenses, regardless of the amount. Copies will not be accepted.
Meals
You can be reimbursed for meals up to the federal government per diem rate (domestic or foreign). If some of the meals were provided by the conference, reduce the per diem rate accordingly.
Meal Per Diem for Travel Days
Seventy-five percent (75%) of the appropriate meal and incidental rate is paid for the day of departure and the day of return, regardless of what time the traveler departs or returns. For single-day travel longer than 12 hours, but not exceeding 24 hours, 75% of the meal and incidental rate is paid.
Transportation
You are entitled to reimbursement for transportation expenses in and around your travel destination, as well as between your home and the airport. If you are using your own vehicle to get to the airport, use the U.S. Government POV mileage rate. Original receipts are required for parking, taxis and rental cars if the cost is greater than $75.
Airport parking will be reimbursed up to the satellite or daily parking rate at the airport of the traveler's outbound flight. Daily parking is designateded for long-term parking, while hourly parking is primarily for dropping off and picking up passengers. Justification for any exceptions must be documented on the Travel Expense Report (HJF #322) and approved by your supervisor.
Telephone
Personal long distance telephone calls will be paid based on an allowance of $5 per day for domestic travel and $10 per day for travel outside North America and Hawaii. The allowance can be claimed on a per diem basis, and no receipts are necessary. You are encouraged to use your calling card, or call collect, both of which are significantly less expensive than hotel charges. You will be responsible for personal telephone calls in excess of the per diem.
Meeting Registration
You must submit original receipts to be reimbursed for meeting registration expenses. Copies will not be accepted.
Your Travel Expense Report (HJF #322) must be signed by the Principal Investigator or other authorized personnel with signature authority. Forward the completed, signed form, along with the original receipts, to HJF's Travel Office.