Travel Reimbursements Process:
Travel reimbursements can include flights, lodging and meals during travel, conference registration, car rental, taxi, gas, other incidentals such as in-flight Wi-Fi, parking, etc. Useful information can be found in Key Points of the Travel Policy.
- Gather your receipts and/or other proof of payments
- Include all receipts from expenses during your travel.
- Roundtrip flight itinerary and payment (if traveled by air) must be included whether you are requesting airfare reimbursement or not.
- Lodging receipts must include a folio (itemized receipt) and show a zero balance/full amount paid. This is different from a booking confirmation that only shows the amount of the booking.
- Dining receipts must be itemized (shows each item ordered)
- If you are requesting per diem, no lodging or dining receipt is needed. Refer to this web page for per diem rates
- All payments made with a credit card must include the last four digits of the card used
- For reimbursements that involve foreign currency, exchange rates will be calculated from the date of transaction. If you have a credit card statement with the US$ rates, please include these.
- Include a simple excel sheet with all your expenses like this Travel Reimbursement Request. It should include a business purpose, expenses, amounts, and comments if needed.
- Email them to Finance (econreimburse@berkeley.edu). Someone from Finance will contact you if there are any questions.
- Finance will send you a form to sign through DocuSign.
Entertainment Reimbursements Process:
Entertainment reimbursements are for 2 or more attendees. They can be for hosted events such as: food for faculty or student groups, recruitment meals, room rental and catering for an event, snacks for a meeting, etc. Taxi to a dinner can be included under the "Attendees and Costs" section under "Other" on the Econ Entertainment Reimbursement Form.
- Gather your receipts and/or other proof of payments
- Food/meal receipts must be itemized (showing each item ordered)
- Payee must be the “host”
- All payments made with a credit card must include the last four digits of the card used
- Fill out the Econ Entertainment Reimbursement Form
- You must include the list of attendees and their affiliations – either on the form or on a separate document
- For “Chart of Account (COA)” section, if you don’t know the full COA, you may simply write the source i.e. start up, retention, endowed chair, etc.
- Sign and date
- If the “host” is not the fund owner/fund PI, both signatures are needed
- If the “host” is not the fund owner/fund PI, both signatures are needed
- Email them to Finance (econreimburse@berkeley.edu).
- Someone from the Finance Team will reach out to you if any additional information is needed regarding the reimbursement.