Traveler Tips

• All expenses, except Meals and Incidental Expenses (M&IE) for NAU employees and students, must have original receipts.
• Use a NAU PCard for all business travel related expenses, but not for your personal meals, whenever possible.
• A valid receipt will have:
  • The date(s) of the purchase
  • The name of the vendor
  • An itemized list of what was purchased
  • The amount of the purchase
  • Proof of payment
    • A credit card slip is not a valid receipt by itself.
• Airline tickets should be purchased in advance to take advantage of fare discounts.
• Lodging receipts must be itemized and show a zero balance. If a receipt does not show a zero balance, a credit card receipt must be provided.
• A mileage log should be kept that specifies the complete physical address, city, and state; with date and times of departure and arrival, and beginning and ending odometer readings for each stop. General terms such as “Phoenix” or “Tuscon and Vicinity” will not be accepted.
• Business-related calls should be noted as such on the hotel receipt. Personal phone calls are not reimbursable.
• Tips for food and room service are part of “meals and incidentals”, and are not reimbursable as a separate expense.
• If a meal is included at a conference or meeting, or by your lodging, you may not claim that meal.
• Get taxi and ride share receipts!
• If you combined personal travel/time with your business trip, you may be reimbursed the business leg fare, plus applicable taxes. Any expenses on personal time are not reimbursable.
• Car rental must be justified and authorized in advance.