Vehicle rental

Vehicles should be rented only when in the best interests of the project or the Research Foundation. Some reasons for renting are when it is the least costly alternative; it is the only mode of transportation available; or will eliminate substantial delays. Travelers should rent vehicles in the name of the Research Foundation to ensure that the Research Foundation and the traveler are covered by Research Foundation insurance. The original rental receipt must be attached to travel voucher claiming reimbursement. A justification for vehicle rental must also be attached to travel payment voucher.

Telephone and Other Communication Services

Necessary local and long distance telephone calls for business purposes are reimbursable when appropriately documented on the travel payment request form. Long distance telephone calls must be supported by listing on the form: name of party called, place called, date of call, and reason for call. For local calls, only date of call is required. With respect to telegrams, the name and address of the person to whom the telegram was sent and the date must be noted on the travel payment request form. Charges for necessary faxing of documents are reimbursable. The date, purpose, fax number to which the document was sent, recipient, and number of pages must be noted on the travel payment request form. Receipts, if available, should be attached to the form. Personal Calls: While the traveler is in travel status, the RF will reimburse for personal calls that allow the traveler reasonable contact with his or her immediate family. Each campus will establish its own method of reimbursement, documentation, and description of reasonableness.


Accompanying Dependents

Travel costs for dependents accompanying the traveler are not reimbursable except when allowed by the sponsor. Written evidence documenting sponsor approval must accompany the travel payment form in all cases when such costs are claimed.
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