Checklist for Travel DPEZ Preparers

ALL expenses for a trip, regardless of how paid, should be reported on ONE Travel DPEZ, upon the completion of the travel. Click here for a printable version.

If a certain type of expense typically associated with travel (airfare, lodging, ground transportation, conference registration, meal per diem, etc.) is not being claimed for reimbursement, or has not otherwise been charged to a UNM index (such as via P-card), an explanation should be provided as to the method in which that expense was paid.  For instance, if a traveler attended a conference in Chicago, but an airline ticket is not included on the DPEZ, an explanation as to how the traveler got there should be included.

Individuals preparing Travel DPEZs should collect receipts and other documentation for the following, or, when applicable, explain why these expenses aren’t being claimed:

  • Airline ticket receipt and itinerary (printout of on-line receipt is allowable if form of payment is indicated). 
    • It is preferable that airline tickets are paid for via P-card.
      • If paid via P-card, select transaction from “Prepaid P-card Travel” drop-down list
      • If not on list, “force” feed date via FWAINVT in Banner, OR, note expense under “Prepaid P-card Other”
    • Premium seating, early boarding and other similar charges are not allowable
      • Before submitting DPEZ, ensure that these charges are not requested for reimbursement, or, if paid via P-card, provide documentation of repayment by traveler
        • You may also deduct these charges from the reimbursement amount, if applicable
    • If traveler did not fly directly to business destination, provide 3 lowest quotes for business travel dates from a site such as Expedia or Travelocity to document what cost would have been
      • Allowable amount is lower of actual flight, or lowest quote
      • If proper documentation is not provided, Financial Services Accounting staff will determine allowable amount
  • Itemized hotel receipt, indicating payment in full has been made.  This should reflect a “single-room rate”.  Include explanations for any other occupants of the room.
    • It is preferable that hotel charges are paid for via P-card
      • A departmental P-card holder can generally arrange for this with hotel, even if traveler doesn’t have a P-card
      • If paid via P-card, select transaction from “Prepaid P-card Travel” drop-down list
      • If not on list, “force” feed date via FWAINVT in Banner OR, note expense under “Prepaid P-card Other”
    • Reimbursement/payment allowed for Room and Tax charges ONLY
    • Unallowable item examples:
      • Room service (claim via per diem)
      • In-room movies
      • Bar charges
        • Do Not claim any of these items for reimbursement
        • If erroneously charged to P-card, ensure that documentation of repayment by traveler is included
    • Internet charges allowable with documented business need
  • Receipts for ground transportation and/or parking, tolls, etc.
  • Rental car receipt and related fuel receipts.  Explanation should be included if UNM contracted vendors are not being used. 
    • It is preferable that rental car charges are paid for via P-card
      • If paid via P-card, select transaction from “Prepaid P-card Travel” drop-down list
      • If not on list, “force” feed date via FWAINVT in Banner, OR, note expense under “Prepaid P-card Other”
    • DO NOT include charges for supplemental insurance coverage; not allowable
    • DO NOT include charges for fuel prepaid with rental company; traveler should provide fuel receipt for actual expense of filling tank
    • GPS charges can only be included with documentation of PRE-APPROVAL by department head
    • Other charges in addition to applicable rental fee and associated taxes and fees should not be included
  • Conference/event registration fee receipt. 
    • It is preferable that registration fees are paid for via P-card
      • These charges will generally not be available on “Prepaid P-card Travel” drop-down list
        • Note as “Prepaid P-card Other”
    • If traveler paid out-of-pocket, method of personal payment MUST be noted. 
    • Include a copy of the conference brochure so that included meals can be verified, etc.
  • Any other necessary business expenses incurred during trip.  These should be fully explained in the travel DPEZ.
  • Ensure that you provide a full and complete University Business Purpose for the travel, including how the travel benefits UNM
    • DO NOT merely state that the individual traveled to (destination) to attend (event); explain WHY
  • For travel to destinations outside the 48 continental United States, include screen print of allowable per diem rate for business destination

When driving:

  • When traveling out of state, if driving due to personal preference, provide documentation of what cost to fly would have been
    • 3 lowest airfare quotes for business travel dates from a site such as Expedia or Travelocity
    • Provide quotes for cost of appropriate ground transportation
    • Allowable amount is lower of mileage or total cost of air travel
  • If nature of trip required travel by vehicle, provide adequate explanation
  • If a personal vehicle was used on the trip, keep track of beginning and ending odometer readings. 
  • Miles claimed may not include personal travel or commuting. 
  • Note that if travel is within New Mexico, the UNM mileage chart should be used. 
  • Any mileage claimed in excess of the standard mileage must be explained.

Please refer to UNM Travel Policy 4030 for complete information. Click here for a printable version.