Expense Documentation Matrix

When submitting an expense for reimbursement, you must provide documentation (1) verifying the details of the expense, (2) proving payment of the expense, and (3) proving that the expense was used toward the completed trip or business purpose. In some cases, 2 or more of these requirements may be met with a single receipt (e.g. a hotel invoice), while in other cases multiple forms of documentation are required. A list of required documents is listed in the matrix below. Please contact a physics office staff member if you have any questions.
Expense TypeRequired Documentation
Airfare Electronic receipt showing:
  • Travel dates/times
  • Flight numbers
  • Fare class
  • Price
  • Proof of payment
AND  Boarding passes
Lodging/Hotel Itemized invoice showing:
  • Name of traveler
  • Check in and check out dates
  • Daily room and tax rate
  • Proof of final payment (zero balance)
Conference Registration Receipt showing:
  • Name of conference
  • Dates
  • Price
  • Proof of payment
AND  Proof of attendance:
  • Conference name badge (preferred)
  • OR  Letter of attendance
  • OR  Registration packet
Individual Meal Itemized receipt showing:
  • Restaurant name
  • Date
  • Items ordered
  • Proof of payment
Business Meal Itemized receipt showing:
  • Restaurant name
  • Date
  • Items ordered
  • Proof of payment
AND  List of attendees
Car Rental Itemized receipt showing:
  • Rental company name
  • Start and end dates
  • Vehicle type
  • Breakdown of charges, including taxes
  • Proof of payment
Other Itemized receipt showing:
  • Business name
  • Transaction date
  • Total cost
  • Breakdown of charges (if applicable)
  • Proof of payment