Travel Reimbursements Process:

Travel reimbursements can include flights, lodging and meals during travel, conference registration, car rental, taxi, gas, other incidentals such as in-flight Wi-Fi, parking, etc.  Useful information can be found in Key Points of the Travel Policy.

  1. Gather your receipts and/or other proof of payments
    • Include all receipts from expenses during your travel. 
    • Roundtrip flight itinerary and payment (if traveled by air) must be included whether you are requesting airfare reimbursement or not.
    • Lodging receipts must include a folio (itemized receipt) and show a zero balance/full amount paid. This is different from a booking confirmation that only shows the amount of the booking.
    • Dining receipts must be itemized (shows each item ordered)
    • If you are requesting per diem, no lodging or dining receipt is needed. Refer to this web page for per diem rates
    • All payments made with a credit card must include the last four digits of the card used
    • For reimbursements that involve foreign currency, exchange rates will be calculated from the date of transaction.  If you have a credit card statement with the US$ rates, please include these.
       
  2. Include a simple excel sheet with all your expenses like this Travel Reimbursement Request.  It should include a business purpose, expenses, amounts, and comments if needed. 
  3. Email them to Finance (econreimburse@berkeley.edu).  Someone from Finance will contact you if there are any questions.
  4. Finance will send you a form to sign through DocuSign.

Entertainment Reimbursements Process:

Entertainment reimbursements are for 2 or more attendees. They can be for hosted events such as: food for faculty or student groups, recruitment meals, room rental and catering for an event, snacks for a meeting, etc. Taxi to a dinner can be included under the "Attendees and Costs" section under "Other" on the Econ Entertainment Reimbursement Form.

  1. Gather your receipts and/or other proof of payments
    • Food/meal receipts must be itemized (showing each item ordered)
    • Payee must be the “host”
    • All payments made with a credit card must include the last four digits of the card used
       
  2. Fill out the Econ Entertainment Reimbursement Form  
    • You must include the list of attendees and their affiliations – either on the form or on a separate document
    • For “Chart of Account (COA)” section, if you don’t know the full COA, you may simply write the source i.e. start up, retention, endowed chair, etc.
    • Sign and date
      • If the “host” is not the fund owner/fund PI, both signatures are needed
         
  3. Email them to Finance (econreimburse@berkeley.edu).
     
  4. Someone from the Finance Team will reach out to you if any additional information is needed regarding the reimbursement.