Travel Expense Reimbursement Request Form Page 2
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1
2INSTRUCTIONS
Internal Revenue Service regulations (1.162.17) require that an employee who is reimbursed by his employer for travel
and entertainment expenses be able to support those expenses as to: a) the amount, b) the time and place of the travel or
use of the facility, c) the business purpose of the expense, and d) the business relationship to the employee of persons
entertained.
Travel and Meal Reimbursement forms are to be submitted within 30 days of the event/activity/trip in which the
expense(s) occurred.
GENERAL
1. The form is designed to provide for seven days expenses. The first column is for the first day, etc., until a
full week is ended or the trip is completed.
2. Please enter dates at the head of the appropriate column.
3. Purpose of travel – a phrase indicating the purpose of the trip; e.g., committee meeting.
4. Original receipts are to be attached for all expenditures, including those that are paid by or charged directly
to APTA. Deduct as an advance, expenditures paid by or charged directly to APTA.
REIMBURSABLE EXPENSES
5. Airfare or Rail – include non-local transportation (airfare, rails, etc.) not charged to APTA. Receipts must
be attached. Travel insurance is provided by APTA; therefore, additional travel insurance is not
reimbursable.
6. Ground Transportation – Personal Auto Mileage – Local Transportation, including to and from the airport or
train station, is to be entered. Include tips in the total. Personal automobile mileage is reimbursable at
57.5 cents per mile as per the IRS, effective January 1, 2015.
7. Car Rental – enter amount for Hertz, etc. Attach original receipts.
8. Hotel Room – attach hotel and motel bills in all cases.
9. Meals – the traveler’s meals only. Meals with guests including employee’s portion are to be included in
“Staff Expense Record.” APTA staff members must have receipts for all meal costs over $15.00.
10. Staff Expense Record – the names of the guests, association purpose, the place expense occurred, and
the amount must be entered in “Staff Expense Record” box and the daily totals must be entered on the line
above.
11. Miscellaneous – include any unusual expenses incurred.
12. Total Expenses – total the daily columns and total column.
13. Travel Advance – enter the amount of the outstanding travel advance(s) applicable to the trip(s).
14. Total Reimbursable – subtract advance from total expenses. This is the amount to be reimbursed. If the
figure is negative, a check for the amount indicated made payable to APTA should accompany the report.
15. REIMBURSEMENT is on the basis of actual hotel expenses (room and tax) plus actual travel costs (plane,
train, bus) and actual local ground transportation. (Airfare reimbursement is based on COACH fare unless
ONLY first class is available). Per Diem is limited to $36.00 per day for breakfast, lunch, and dinner
UNLESS receipts are attached to the reimbursement request; whereupon, per diem will be reimbursed UP
TO $65.00 per day. RECEIPTS MUST BE ATTACHED TO REIMBURSE AT THE $65.00 RATE.
16. Any meals provided by the APTA will be deducted from your reimbursement as follows:
Breakfast deduction
$ 8.00
Lunch deduction
$10.00
Dinner deduction
$18.00
Rev. January 2015
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