The following reimbursement guidelines apply only to those students who have been approved to receive funding from the Student Travel Committee. Reimbursement forms for funding approved in any given academic year must be submitted in full by May 1 of that same academic year.
Steps for Reimbursement
1. Fill-in the highlighted fields in the appropriate reimbursement form (below) and email it to Jessica Porras at jmp264@law.georgetown.edu:
- If you have not been employed by the Law Center on or after January 1, 2011, complete this form: Non-Employee Reimbursement Form
- Next to the Vendor ID# field, click the link to find your "Vendor ID" number. If you do not have a number in the system, please complete the electronic W9 Form and follow the submission instructions on the form. (You will be submitting the form electronically and in fax/paper form to the Financial Affairs office).
- If you have been employed by the Law Center and have received a paycheck from Georgetown Law on or after January 1, 2011, complete this form: Employee Reimbursement Form. Please complete sections I and III. You will receive your reimbursement by direct deposit into your bank account with your regular pay.
2. Gather the appropriate documentation for your expenses and submit to Jessica Porras in the Office of the Dean of Students (McDonough 210).
- See below for a description of the documentation needed for your expense. For example, if you are being reimbursed for an airline ticket, see "Transportation Reimbursement: Airfare." NOTE: All receipts must be original.
- All Reimbursement forms, receipts and supporting documentation must be turned in to the Office of the Dean of Students (McDonough 210) within 14 days of returning from the trip. Please note: If you are traveling in late Spring, your receipts must be turned in no later than May 1 of the same calendar year.
General Reimbursement Guidelines
1. The individual who submitted the application is responsible for emailing the names of all students attending the trip to Jessica Porras at jmp264@law.georgetown.edu.
2. All documentation of expenses must be original (no copies or faxes will be accepted) and must show exactly what was purchased and the form of payment used (credit card, cash, check).
- If you paid with a credit card, you must submit the original credit card receipt(s) along with a copy of your credit card statement showing the charges (all but the applicable charge may be blocked out on the statement).
If you paid with a personal check, you must submit the original cancelled check. If your bank does not return original cancelled checks to you, you must submit either a copy of the cancelled check or a copy of the front of the check along with a copy of the bank statement showing the check cleared (all but that entry on the bank statement can be blocked out).
Conference Fee Reimbursement
A copy of the completed registration form is required along with proof of payment (credit card receipt or cancelled check). Conference fees may not be reimbursed until after the conclusion of the trip.
Lodging Reimbursement
Original hotel folio and payment receipt are required for reimbursement. If Express Checkout or Internet booking is used, travelers must also provide proof of payment (credit card receipt or a copy of the credit card bill showing the transaction). Lodging costs may not be reimbursed until after the conclusion of the trip.
Transportation Reimbursement
Airfare
For non-electronic ticketing: Original airline ticket passenger receipt must be submitted. This receipt is usually the last coupon in the ticket book and says “passenger receipt”.
For electronic ticketing: Original boarding passes are required along with a copy of the traveler’s credit card bill/debit card statement showing the transaction AND the name of the individual on the account. All other non-airfare charges may be blacked-out. If your name is not the name on the account, please explain further. If the ticket was purchased via the Internet, a printout of the emailed itinerary should also be provided. Please note: An airline’s E-Ticket “Itinerary/Receipt” is not sufficient documentation without boarding passes and a copy of the credit card bill or debit card statement.
Important note: We are not able to reimburse the cash value of frequent flyer miles that are applied toward the cost of an airline ticket.
Train/Rail
The lowest available coach fare will be reimbursed and the original train ticket receipt is required for reimbursement. (See above note regarding E-Ticket and Internet purchases.)
Personal Automobile Mileage
Mileage will be reimbursed at the current rate of 50.5 cents per mile (subject to change by IRS) and gas and oil is included in this rate. Travelers must submit a log providing the point of departure and return for each trip along with the total miles each way.
Gas for Travel Original receipts are required. Please make note of where the gas station was located if it is not already shown on the receipt.
Local Transportation
Original receipts are required for all local transportation costs (e.g. cabs, parking, bus).
Auto Rental
Economy/compact car rentals are allowed (larger if rented to a group of three or more) and gas purchases are reimbursable. Travelers must submit the rental agreement and original payment receipt along with original receipts for gas purchases.
International Travel Reimbursements
Travelers will need to provide documentation supporting the daily exchange rate for each expense paid with non-U.S. currency. This documentation can be a printout from a currency conversion website (e.g. OANDA: http://www.oanda.com/convert/classic) showing the exchange rate used or a receipt received when money is exchanged at a bank. For charges to your credit card, the credit card bill will provide the conversion. The US dollar amount needs to be written on each receipt. When using a conversion web site (e.g. OANDA), you need to calculate the exchange rate for each receipt and attach a printout of the site’s calculation. The exchange rate for charges to a credit card is already calculated by the credit card company on the credit card bill, so you write that USD amount on the receipt and include a copy of the credit card bill showing the transaction (all other info on the bill can be blocked out).
