Checklist for Travelers

Receiving a prompt travel reimbursement is dependent on the traveler providing complete, accurate documentation of the trip, in a timely fashion.  The following checklist will assist the traveler in knowing what information to collect and provide. Click here for a printable version.

Original receipts for all allowable expenditures being claimed for reimbursement must be provided:

  • 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.
    • Premium seating, early boarding and other similar charges are not allowable
      • Use care to ensure these options are not selected
    • If not flying direct to business destination, provide 3 lowest quotes for business travel dates from a site such as Expedia or Travelocity to document what the cost of a direct flight would have been
      • Allowable amount is lower of actual flight, or lowest quote
  • 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
    • Reimbursement allowed for Room and Tax charges ONLY
    • Unallowable item examples:
      • Room service (claim via per diem)
      • In-room movies
      • Bar charges
    • 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
    • DO NOT purchase supplemental insurance coverage; not allowable
    • DO NOT pre-pay for fuel with rental company; fill vehicle before returning it
    • GPS only allowable with documentation of PRE-APPROVAL by department head
  • Conference/event registration fee receipt. 
    • It is preferable that registration fees are paid for via P-card
    • If paid for out-of-pocket, method of personal payment should 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.  Fully explain the business need for these expenses.

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.