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  • Traveler tips

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.