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Keeping Track of Expenses

Please be aware that you must keep close documentation to be reimbursed for travel expenses. Although receipts may not always be required, it is always a good idea to keep every receipt you get, just in case questions arise when processing your paperwork. If original receipts are not available, you must note the reason why on the copy provided. Note: This applies to reimbursements only, not to documentation required for Student Travel Advances.

Receipts are required for reimbursement purposes for the items listed below. While this is not an all-inclusive list, it covers the most common expenses incurred while on business travel.

  • Airfare: Passenger receipt must include all of the following information:
    • Passenger’s name
    • Airline
    • Ticket number
    • Class of transportation
    • Travel dates
    • Cost of airfare
    • Origin and destination of each flight
    • Proof of payment
  • Lodging: Original itemized receipt must include:
    • Name and address of the commercial lodging establishment
    • Lodger’s name
    • Single room rate
    • Daily itemization of lodging charges
    • Proof of payment
     When sharing a hotel room, each person must obtain a personal receipt showing separate payments made – or – each name must be shown on one receipt showing separate methods of payment for each person’s share of the lodging expenses.
  • Rental Vehicle: Original itemized receipt must include:
    • Name of the rental company
    • Renter’s name
    • Start and end dates of the rental
    • Itemization of expenses incurred
    • Proof of payment
  • Gasoline (Not required when mileage is being claimed)
  • Registration Fees 
  • Baggage Fees or other airline fees
  • Copies made for business purposes

Documentation is required for reimbursement purposes for the items listed below. While this is not an all-inclusive list, it covers the most common expenses incurred while on business travel.

  • Taxis, shuttles, buses and other public transportation: If receipts are not available, fares/expenses must be itemized by date and trip/destination.
  • Parking and tolls: If receipts are not available, expenses must be itemized by date and location.
  • internet service fees: Traveler must document business purpose for this expense.
  • Extra bags fees: Fees are covered if the traveler is checking more than one bag that relates to the purpose of the business trip.
  • Mileage calculation: Traveler must either include printout from the Rand McNally website or point-to-point itemized daily odometer readings.
  • GPS service fee: Local funds only – justification for the additional service will be needed.

Please document any other expenses or unusual circumstances as accurately as possible.