Travel Reimbursement

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» Travel Voucher

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» Request for Taxpayer Identification Number and Certification

MEMO REGARDING TRAVEL REIMBURSEMENT

Please find attached three forms: (1) the Travel and Business Expense Report form (aka "travel voucher"); (2) Missing Receipts Worksheet; and (3) Form W-9 (Request for Taxpayer Identification Number and Certification).

The Travel and Business Expense Report form is an Excel Workbook that contains seven worksheets; the majority of you will only require the first two (or three).

   1. T&B Report Instructions: this worksheet has the instructions to complete the Travel and Business Expense Report form and where to send the form and receipts.

   2. T&B: this worksheet is the actual Travel and Business Expense Report form to itemize your expenses; please complete, sign and return it along with receipts for reimbursement.

   3. Extra_Page: please complete for itemized expenditure #9 and beyond.

Columbia University strongly prefers to receive receipts for ALL expenses especially for items $25 and above. If you lose or are unable to provide a receipt, there is a Missing Receipts Worksheet form (in Excel) that you must complete in order to receive reimbursement for that item (also attached); this form however does not guarantee that you will receive reimbursement for an expense that is missing a receipt. Note that not providing receipts will delay receipt of your reimbursement. In general, reimbursement checks are received within 2 to 8 weeks after submission.

Listed below are dollar thresholds for meals.
With Receipts: Breakfast is $25/day; Lunch is $35/day; and Dinner is $50/day.
Without Receipts: Breakfast is $15/day; Lunch is $24.99/day; and Dinner is $24.99.

Please make an effort to submit your travel reimbursement request as soon as possible after the meeting since Columbia University has instituted a new time limit. All travel reimbursement requests must be received within 120 days after the completion of travel otherwise it will be reported to the IRS as income; i.e., it is flagged as a taxable payment.

If you have never been reimbursed by Columbia University and/or Lamont-Doherty Earth Observatory, then please complete, sign and return the attached Form W-9 (Request for Taxpayer Identification Number and Certification). This form is a formal request for your social security number and is a fillable PDF document.

Last updated: September 26, 2008