Hotel

• Itemized lodging receipt which must support the room rate and tax charged.
• If hotel was paid using a TCard, include the original receipt to card reconciliation and copy attached to the printed expense report.

* No food or beverage transactions on hotel invoice for most funds.

Airfare

• Original passenger receipt / Boarding Passes / copy of e-boarding pass
• Foreign Air Travel – refer to travel policy
• Non-research travel and all international travel must be processed through the State Travel Agent

Rental Vehicles

• Itemized rental receipt is required even if car rental is booked through the State Travel Agent.
• If car rental is paid by TCard, receipt must be attached to the online expense report
• The Auto Rental Insurance form is required if using URI insurance.
• If you have questions, go to URI Risk Management Office.

Reimbursable Vehicle Expenses

Reimbursable expenses for rental vehicles include rental fees, gasoline charges, parking, and tolls. Non-reimbursable expenses include parking tickets, fines and penalties, towing charges, accidents, theft, and purchased insurance. Travelers must fill the fuel tank of the rental car prior to returning to the leasing company.

Ground Travel

• Train: receipt showing passenger name, amount/payment method, and itinerary (origin and destination locations, departure and/or return times)
• Taxi, limo, parking, gas, tolls etc. – receipts required.
• Refer to section VI, Airport Buses, Parking, Shuttles, and Taxis
• At PVD airport, Red Beam Garage C and Lot E are the only allowed parking sites. If a traveler chooses a garage or lot that exceeds the rate in the allowed parking sites, only the maximum allowable rate for the period charged will be reimbursed.
• See www.pvdparking.com for rates and coupons

Registration

• If traveler pays, a copy of the cancelled check, credit card statement, or an original receipt from the conference is required.
• If paid using PCard, include documentation to support registration fee and the dates of function, this can be a copy with the original in the PCard reconciliation package.