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).

(1) 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).

• 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.
• 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.
• Extra_Page: This worksheet is for itemized expenditure #9 and beyond.
• Avg_Rate: This worksheet is used to convert expenses from non-US currency to U.S. dollars using the average rate for the travel period.
• Daily_Rate: This worksheet is used to convert expenses from non-US currency to U.S. dollars using daily rate for each day during the travel period.
• Avg Rate Instructions: This worksheet has instructions on how to use the Avg_Rate worksheet.
• Daily Rate Instructions: This worksheet has instructions on how to use the Daily_Rate worksheet.

  Please go to www.oanda.com for foreign currency rates and also use for documentation of those rates.

Columbia University requires documentation (i.e., receipts) for ALL expenses especially for items $25 and above.

If you lose or are unable to provide a receipt, please complete (2) Missing Receipts Worksheet form (in Excel).  Submission of 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 (3) 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.

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