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: Travel and Business Expense Report Instructions - details how to complete the Travel and Business Expense Report form.
• T&B: Travel and Business Expense Report form to itemize your expenses; please complete, sign and return it along with receipts for reimbursement.
• Extra_Page: Expense Report Extra Page - please complete this worksheet for itemized expenditure #9 and beyond.
• Avg_Rate: Average Rate Currency Conversion Worksheet - if you are traveling outside the U.S. and would like to calculate the average conversion rate using first and last days of travel, please use.
• Daily_Rate: Daily Rate Currency Conversion Worksheet - if you are traveling outside the U.S. and would like to calculate the conversion rate on a daily basis, please use.
• Avg Rate Instructions: Instructions on how to use the Average Rate Currency Conversion Worksheet.
• Daily Rate Instructions: Instructions on how to use the Daily Rate Currency Conversion Worksheet.

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 (2) 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.

Please complete, sign and return (3) Form W-9 (Request for Taxpayer Identification Number and Certification) if you have (a) never been reimbursed by Columbia University and/or Lamont-Doherty Earth Observatory or (b) have changed your affiliation or moved to a new address. This form is a formal request for your social security number and is used by Columbia University to track all payments made to you and to update your contact information.  This form is a fillable PDF document.

Mode of Payment

Payment is generally made via check in US dollars.  If you prefer to receive direct deposit (U.S. residents only) or need to change your banking information, you may do so online (please email geotraces at ldeo.columbia.edu for the secured link) or you may use the hardcopy of this form.  If you are outside the U.S. and would like the funds in your own currency and wired to your bank, please complete, sign and return the attached form and return via snail mail. 

NON-U.S. CITIZENS/PERMANENT RESIDENTS

In addition to the forms listed above you must also provide (1) a copy of your passport which shows your dates of entry to and departure from the U.S. and the visa designation; and (2) a completed, and signed W8BEN form (Certificate of Foreign Status of Beneficial Owner for United States Tax Withholding) which certifies that you are living outside the U.S. and are exempt from U.S. tax.. 

RETURN to main Workshop page or GEOTRACES home page