Perseus Blog

Keeping track of Expenses:
Please save all receipts related to your travel; only original documents are acceptable. The university will not permit a per diem expense charge, so all expenses you incur must be documented (except minor incidentals such as subway fares). In order to speed processing of reimbursements, please be sure that the receipt shows amount paid and proof of payment. (Many itineraries through on-line travel sites will show the amount of an airfare, but do not include proof of payment. In order for these to be accepted, the statement must be an invoice marked “paid” or include an indication that the amount was charged to a credit card.)

Unallowable Expenses:
Gratuities and meal taxes are allowable; alcohol is prohibited. Original itemized receipts are required for all major travel expenses such as airfare, hotel, rental car bills and any meals. Note that meal receipts without itemization (such as the credit card copy) are not acceptable. Effective January 1, 2009, the Tufts mileage rate is 55 cents per mile.

Reporting Expenses:
Expenses must be submitted within 30 days of completion of the trip. A letter outlining expenses must be submitted explaining all claims, (especially any undocumented incidentals which are being requested). Expenses should be organized by date, including multi-day expenses such as hotel costs.

Special Instructions for Airfare Reimbursements:
The following documentation is required for reimbursement:
•    Boarding pass and/or ticket stub with cost of air fare printed on it.
-or-
•    Any two of the following, one must clearly show the cost of the airfare being reimbursed:

1. boarding pass and/or ticket stub,
2. travel itinerary,
3. credit card statement used to purchase the ticket,
4. hotel bill identifying the dates of the trip and the city visited.

How to submit receipts:
At the conclusion of the trip, please send all receipts and original documentation with a letter or note to the address below. If the expense is unclear, please note on the back of the receipt the expense type or itemize in the body of your letter or note. If you wish to claim an undocumented expense, such as subway fare, please note this in the correspondence.

Mail to:

Lisa Cerrato
Perseus Project
Tufts University
Eaton Hall 124/5 the Green
Medford, MA 02155

Questions or concerns?
Email to Lisa at lisa.cerrato  “@”  tufts.edu