{"id":223,"date":"2025-08-27T15:10:49","date_gmt":"2025-08-27T15:10:49","guid":{"rendered":"https:\/\/www.macalester.edu\/160-business-services\/travel-expense-documentation\/"},"modified":"2025-08-27T15:10:50","modified_gmt":"2025-08-27T15:10:50","slug":"travel-expense-documentation","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/business-services\/policies\/travel-expense-documentation\/","title":{"rendered":"Travel Expense Documentation"},"content":{"rendered":"<p class=\"colorblock\">The purpose of this policy guideline is to describe IRS documentation guidelines for reporting travel expenditures.<\/p>\n\n\n\n<p>Internal Revenue Service publication 463 <em>Travel, Entertainment, Gift and Car Expenses<\/em> sets forth requirements for reimbursing employees for business travel and entertainment expenses (T &amp; E).&nbsp; Employees requesting reimbursement are to provide documentation as outlined below.&nbsp; If employee received a travel advance, he\/she must reimburse to ÈÕº«¾«Æ· any amount advanced in excess of the substantiated expenses within TWO (2) WEEKS after the T &amp; E event.<\/p>\n\n\n\n<p><strong>Go to <a class=\"more\" href=\"https:\/\/www.macalester.edu\/business-services\/forms\/#travel\">Travel forms<\/a> for Travel expense, Travel Cash Advance request forms, etc.&nbsp;<\/strong><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Guidelines for Travel Expense Reimbursements:<\/h2>\n\n\n\n<h4 class=\"wp-block-heading\">Travel Meals\u2014704002 Domestic \/ 704202 Foreign<\/h4>\n\n\n\n<ul class=\"wp-block-list fact-list\">\n<li>Date\u2014 include breakfast, lunch or dinner notation<\/li>\n\n\n\n<li>Business purpose<\/li>\n\n\n\n<li>Location<\/li>\n\n\n\n<li>List of attendees (list self if alone)<\/li>\n\n\n\n<li>Include itemized receipt and credit card receipt<\/li>\n<\/ul>\n\n\n\n<p>(Guidelines do not apply to <strong>local<\/strong> food\/meals\u2014 700005)<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Transportation and Mileage\u2014704003, 704004, 704005 Domestic \/ 704203, 704205 Foreign<\/h4>\n\n\n\n<ul class=\"wp-block-list fact-list\">\n<li>Date(s)<\/li>\n\n\n\n<li>Business purpose<\/li>\n\n\n\n<li>Destination<\/li>\n\n\n\n<li>Mode of transportation<\/li>\n\n\n\n<li>Miles traveled<\/li>\n<\/ul>\n\n\n\n<p>(Parking and Tolls\u2014 704006 Domestic \/ 704206 Foreign)<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Conference Fees\u2014704500<\/h4>\n\n\n\n<ul class=\"wp-block-list fact-list\">\n<li>Date(s)<\/li>\n\n\n\n<li>Business purpose<\/li>\n\n\n\n<li>Location<\/li>\n\n\n\n<li>Name of conference<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Hotel\u2014 704001 Domestic \/ 704201 Foreign<\/h4>\n\n\n\n<ul class=\"wp-block-list fact-list\">\n<li>Date(s)<\/li>\n\n\n\n<li>Business purpose<\/li>\n\n\n\n<li>Location<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">Airfare\u2014 704000 Domestic \/ 704200 Foreign<\/h4>\n\n\n\n<ul class=\"wp-block-list fact-list\">\n<li>Date(s)<\/li>\n\n\n\n<li>Business purpose<\/li>\n\n\n\n<li>Destination<\/li>\n<\/ul>\n\n\n\n<p>U:1\/2011<\/p>","protected":false},"excerpt":{"rendered":"<p>The purpose of this policy guideline is to describe IRS documentation guidelines for reporting travel expenditures. Internal Revenue Service publication 463 Travel, Entertainment, Gift and Car Expenses sets forth requirements for reimbursing employees for business travel and entertainment expenses (T &amp; E).&nbsp; Employees requesting reimbursement are to provide documentation as outlined below.&nbsp; If employee received [&hellip;]<\/p>","protected":false},"author":1,"featured_media":0,"parent":215,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-223","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/223","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/comments?post=223"}],"version-history":[{"count":7,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/223\/revisions"}],"predecessor-version":[{"id":8485,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/223\/revisions\/8485"}],"up":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/pages\/215"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/business-services\/wp-json\/wp\/v2\/media?parent=223"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}