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Financial Tips for Faculty Members

Travel reimbursements:

Travel can only be reimbursed after the trip is completed
Required documents:

1. Airfare receipt – documentation of payment – not just confirmation/itinerary
2. Itinerary –

• If travel within the US include time that you left your home or office and time you returned there.
• If travel outside US, then begin with when you arrived at your location and when you left that location.

3. Lodging:

• If in US, then receipt showing zero balance is required
• If outside US then either receipt showing zero balance or Per Diem rate can be applied – receipt can not be more than Per Diem rate unless there are outstanding reasons (such as a conference hotel)

4. Meals and Incidental expenses:

• If in US a maximum of $50/day if travel is over 24 hours and less than 30 days
• If outside US, local Per Diem or receipts can be applied

5. Miscellaneous expenses such as faxes, conference registration fees etc. can be reimbursed with receipts

Entertainment reimbursement:

1. The purpose of the event must be provided.
2. A list of attendees at the event must be provided unless the event was a public event in which case an estimate of the number of attendees and who they were – i.e. graduates, undergraduates, faculty, members of the public etc.
3. In general, spouses of guests cannot be paid for unless there is a business reason for them being there.
4. Maximum reimbursements per person:

• Breakfast - $18
• Lunch - $30
• Dinner - $45
• Light refreshments - $12

Use of Grant Funds and other expenses:

1. No expense over $1,500 for inventorial items such as computers or sound equipment etc. can be made except through the Scholars Workstation for computer equipment or through the requisition process initiated by the Music Department office.
2. No expense over $2,500 for non-inventorial items (such as score production services, performance fees, etc.) can be made without going through the requisition process initiated by the Music Department office.
3. You cannot be reimbursed for payment for services. The University must provide for direct payment to the provider of services for tax reasons. On rare occasions services rendered while you are traveling can be reimbursed, but consult with the Music Department Office first before incurring expenses.
4. All expenses must have receipts.
5. Any expenses over the amount of the grant are your responsibility.
6. All mailings and express services must go through Campus Mail Services unless it is at a time when they are closed. Exceptions are if you are on leave, or are out of the Bay Area.

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5/28/04