Travel and Business Expense Reimbursement

The payee is expected to obtain itemized receipts for all expenses and must retain all documentation until expenses have been reimbursed. Proof of payment must be submitted for all expenses, regardless of amount, to ensure submissions comply with Accounts Payable review and audit procedures. 

Itemized receipts are strictly required for the following travel expenses regardless of amount:

• Roundtrip travel to and from destination (Air/Rail/Bus Tickets)
• Hotel/lodging (hotel folio/Airbnb etc.)
• Car rental

Receipts

A receipt may take many forms (i.e. cash register receipt, copy of an order form, web receipt or confirmation). A complete receipt must identify: 

• Date of purchase
• Vendor name
• An itemized list and unit price of the purchased items
• Total amount

For other expenses, if you were not able to obtain a receipt, lost the receipt, or the receipt is incomplete (i.e. not itemized), you may create a Missing Receipt Declaration (Affidavit) for the expense under Manage Receipts.

To learn how to add a Missing Receipt Declaration for those Expense Item missing required receipts, view and download the following job aid:

• Adding a Missing Receipt Declaration to an Expense Item (https://www.finance.columbia.edu/content/adding-missing-receipt-declaration-concur-expense-item)

Proof of Payment

The payee is also expected to obtain proof of payment for all expenses. Proof of payment is usually included in the receipt with a notation of:

• “Cash tendered”
• “Paid”
• A zero balance due
• Debit/Credit card payment (card type, last four digits of card and/or signature)

If no proof of payment is available in this form (i.e. missing or incomplete receipt), a debit or credit card statement may be provided. You may black out any private or unrelated information. If an expense was paid in cash, add a comment stating it was paid in cash. 

Travel Booking

1. Always take the most cost-efficient flight/train/car/hotel possible, no first or business class
2. International flights: ALWAYS select a U.S. Airline if charging sponsored project
3. For taxi/train fares, indicate the origin and destination, as well as the business purpose of the trip.
4. Flight/hotel dates need to correspond to conference dates; no extended stays
5. Itemized hotel receipt needs to be obtained from the hotel upon check-out
6. Hotel thresholds: $350/night in the US, $400/night in international locations BEFORE TAX

To learn how to itemize hotels and/or lodging on a Travel Expense Report in Concur, view and download the following Job Aid: Itemizing Hotel/Lodging in a Travel Expense Report (https://www.finance.columbia.edu/content/itemizing-hotellodging-travel-expense-report-concur) 

Watch this video demonstration to learn how to itemize hotels and/or lodging on a Travel Expense Report in Concur: Itemizing Hotel/Lodging in a Travel Expense Report (https://www.finance.columbia.edu/content/itemizing-hotellodging-travel-expense-report-concur-0 )

Expenses in Foreign Currency

Users can specify the currency when they are adding the details of the expense. Once the amount is entered in foreign currency and the currency type is updated, the fields displaying the conversion rate and the amount in U.S. Dollars will automatically appear. The conversion rate automatically updates based on the transaction date.

Are my reimbursement expenses taxable?

No, you will not be charged tax. Columbia University requires everyone to submit a W-8 or W-9 form online during the onboarding process. You will receive an invitation from someone in the department with information of how to complete the onboarding process in PaymentWorks. This information is only used to process your payment. We do not ask you to email or fax your w8 or w9.

Reimbursements submitted past 120 days from the date of the last expense are considered taxable income and may be taxed. Any expense a year old will not be reimbursed.

Personal Vehicle

Instead of a car rental, you may want to use your own personal vehicle. Reimbursement rates are based on total miles traveled and you cannot be reimbursed the cost of gas when using this method. The personal vehicle mileage rate changes each year. For the current rate, please check with our Financial Assistants or check here Columbia uses the latest IRS mileage rate.

In addition:

• Provide an online printed map indicating the total mileage between your home and conference/trip destination.
• Place the total number of miles on the first page of the reimbursement in the “Personal Vehicle Mileage” section.
• Write the total amount as a new expense number with the business purpose, “Personal Vehicle Mileage.”

First-time getting reimbursed?

Please follow the instructions you will receive from one of our staff members by email. The email will say PaymetnWorks.

Reimbursement Forms:

• Non-employees and visitors use the Non-Employee Expense Work-Sheet (xls)
• For expenses over $25 without receipts, please complete the Missing Receipt Worksheet (xls)
• All CS expense reports and receipts should be sent to reimbursement@cs.columbia.edu

If you are paying for the flight or hotel yourself, please follow these general rules:

• Always take the cheapest flight/train/car/hotel possible, no first or business-class
• Flight/hotel dates need to correspond to conference dates; no extended stays
• Itemized hotel receipt needs to be obtained from the hotel upon check-out
• International flights: ALWAYS select a US Airline if charging a Gov’t grant
• Hotel limits: $350/night in the US, $400/night in international locations