Travel Reimbursement Form

Use this form to request travel reimbursement and submit receipts and other supporting documentation. Conference registration fees are not considered travel. Please use Other Reimbursement Request form for conference fees.

Receipts and the reimbursement request form must be submitted within 60 days after completion of travel.

NMC Research Administration Contact: Ashley Middleton, research@newmexicoconsortium.org, 505-412-6547

NMC Travel Guidelines: Travel Guidelines

Note: Federal regulations require a separate line item receipt for flights, hotels and car rentals. For that reason, travelers supported by Federal funds should not use websites such as Expedia, Orbitz, or Priceline to pay for flight, lodging or car rentals, as they run the risk of not being reimbursed. Receipts provided by these websites do not usually meet Federal requirements for reimbursement, because they include fees that are not payable and do not provide the level of detail necessary. It becomes especially critical if a traveler uses one website to reserve all three items (air, hotel, and rental car). The website will provide only one receipt with a total figure for the entire transaction. NMC may disallow reimbursement if proper itemization of an expense is not provided.

Prior Approval

All travel must be approved in advance. Reimbursement is subject to the constraints of the pre-approved travel. Attach your prior approvals to the reimbursement request. Faculty and students from NMC partner universities (NMSU, NMT and UNM) awarded a small NMC grant for domestic travel do not need any additional approvals.

Reimbursement

All travel costs on Federal awards are reimbursed per Federal policy at Federal government rates: http://www.gsa.gov/portal/content/104877. Any exceptions to Federal government rates must be approved in writing by NMC Research Administration prior to travel. Attach your pre-approvals to your reimbursement request. No receipts are required for individual travel expenses under $75 except for gas for rental cars.

Hotels: Receipts for hotels are required and must be from the hotel. Hotel costs are reimbursed at the Federal government rate. For current rates, go to http://www.gsa.gov/portal/content/104877. Taxes on the base government rate are reimbursed. Internet use fees are reimbursed. Room rates in excess of government rate may be reimbursed with appropriate documentation and prior written approval of the NMC. Attach your prior approvals to your reimbursement request. Other hotel charges in excess of Federal government rates will not be reimbursed. Hotel costs are reimbursed after the travel and only with receipts.

Airfare: Receipts for airline tickets are required and must be from the airline. Airfare cost may be reimbursed upon booking.

Other Public Transportation: Transportation by bus, train or other public transportation modes is reimbursed at standard fares with receipts only.

Rental Car and Gas: Receipts must be from the rental car company. Receipts for gas for rental car are required (no matter the amount, all gas receipts for rental car must be provided for reimbursement). Insurance on car rentals is not reimbursed.

Mileage: Mileage is reimbursed at the current applicable mileage rate established by the Internal Revenue Service (IRS). Privately Owned Vehicle (POV) Mileage Reimbursement Rates may be found at http://www.gsa.gov/mileage. NMC reimburses for the distance between your home institution and the institution you are visiting unless other arrangements are described in the comments. We will calculate the distance for you. No receipts are required for mileage reimbursement.

Meals: Meals are reimbursed at the GSA M&IE per diem rate if allowed by your award and approved by the PI. No receipts are required to receive meal per diem.

Conference Fees: Use this form for reimbursement request. Receipts are required.

Please list everything you are asking reimbursement for and any unusual circumstances in detail (changes in origin, destination, shared rides). Request reimbursement for conferences fees at http://newmexicoconsortium.org/organization/other-reimbursement
Enter the number of hotel nights you submit for reimbursement. Hotel expenses will be reimbursed at the government rate plus tax. Submit corresponding hotel receipts below. No reimbursement will be issued without receipts.
Please enter the type of transportation reimbursement you are requesting. Attach copies of corresponding tickets, receipts and other supporting documentation below. Check the appropriate box and explain your reimbursement request and the amount in the itinerary field. To calculate mileage we use the distance between your home institution and the activity location. No receipts required for mileage. Do not attach your own calculation of mileage.
NMC only reimburses per diem if it is allowed by your award and approved by the PI. In general, per diem is not reimbursed. We check the terms of each award to determine if per diem is allowed.
Provide for Direct Deposits.
Provide for Direct Deposits..
Provide for Direct Deposits.
Name as it appears on the account.
Mailing address for checks or recipient's address for international wires.
Required for international wires.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
Supported file formats are: jpg jpeg png doc docx and pdf. The file must be less than 3MB in size.
The code is case sensitive
 

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