Any non-employee paid via Travel Expense Voucher must complete a Form W-9 before issuing payment. The W-9 serves as confirmation of non-employee's taxpayer identification number (as employees do when preparing a Form W-4).
Approval must be obtained from the person with budgetary responsibility for the project(s) to be charged, and a Department Administrator/Chairperson or Group Manager. The authorizing signature indicates that the charges are proper.
Travel Related Expenses (EFFECTIVE MARCH 8, 2010)
Receipts and stubs
When tickets (i.e., airline, train, bus) are purchased directly by the traveler via personal cash or credit card (not issued by the Institution) and reimbursement is claimed on the Expense Voucher, please provide receipt showing proof of payment and ticket stubs. Reimbursement will be made provided the cost claimed meets the most economical fare test.
When seeking reimbursement for meals on a per diem basis please specify the number of meals claimed. If you are calculating Foreign per diem, please refer to the State Department rates.
» Meals Per Diem Rate
» Foreign Per Diem Rates
Expenses claimed that exceed your travel advance will be reimbursed within five to ten working days of receipt of your Travel Expense Voucher. Balances unpaid over fifteen days will be payroll deducted and stop future advance requests until the amount has been paid in full.
When traveling for other organizations (3rd party) and expenses have been incurred by WHOI it is the travelers responsibility to reimburse the Institution within 30 days. If you receive a travel advance that was greater than the expenses claimed, attach a check to the voucher for the amount owed.
All reimbursements of Travel Expense Vouchers will be in U.S. dollars. If an expense voucher states foreign currency, Accounts Payalbe will convert to U.S. dollars using the exchange rate effective at the time of travel. If the traveler has converted the foreign monies into U.S. dollars the exchange rate used must be documented on the expense form.
» GSA Travel Management Policy
» Currency Converters
Business Conference Costs
If reimbursement is claimed, receipts are required regardless of the amount. A separate memo attached to the Travel ExpenseVoucher must give the names of all guests, the Institution employees in attendance, purpose and location. Receipted expenses may involve facilities rental, luncheon or dinner costs.
For questions post travel expenses (expense vouchers and reimbursements), please contact Colleen Tuson at email@example.com or (508) 289-3267.