�� - reimbursement

Step-By-Step Guide to Obtaining a Passport/Passport Reimbursement

sfine — Wed, 02 Aug 2017 19:40:37 +0000

Are you a CALS student planning to study abroad and applying for your first passport? You are probably eligible to receive our passport reimbursement scholarship!

To apply for a passport, you will need to complete a passport application (available at the post office) or at https://travel.state.gov/content/passports/en/passports.html

Passport applications require 2 passport photos. Passport photo service can often be found at CVS, Rite Aid or Wal-Mart. The U.S. Post Office in Ames can also take passport photos for a fee.
If you are applying in Ames, you will need to go to the main U.S. Post Office at 525 Kellogg Avenue. Otherwise, your hometown post office or county records office can help you apply for your passport.
Keep in mind you will need to bring proof of U.S. citizenship (i.e. a certified birth certificate) and a photo ID (i.e. driver's license) with you to the post office when you apply for your passport.
Checks (personal, certified, cashier's, traveler's) and/or or money orders are the accepted forms of payment for passport processing. The total cost as of July 1, 2024 is $165 (excluding photos). For more information on accepted forms of payment, see https://travel.state.gov/content/passports/en/passports/information/fees.html

Due to a wide range of circumstances, the average wait time for getting a new passport or renewing an expiring passport can range from 6 to 18 weeks, during busy times. Once you receive your passport, bring it to our office in 0018 Curtiss Hall to complete our reimbursement scholarship form. Within 3-4 weeks, you will receive a reimbursement credit of $165 on your UBill. Note: we will only reimburse you for the cost of your passport, not for photos or for expediting fees, etc.

Please contact us at calsstudyabroad@iastate.edu if you need any assistance or have questions!

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passport

reimbursement

scholarship

Top Employee Reimbursement Auditing Errors

sfine — Fri, 29 Jan 2016 16:28:53 +0000

Lodging Receipt (more than one occupant)
Please provide the name of the other occupant(s) and their relationship with Iowa State University. If the other individuals were family members, please note on the reimbursement and whether an additional charge was incurred. If an additional amount was incurred, that amount must be deducted from the amount claimed. If there was not an additional expense for the other individuals, please note this on the reimbursement.

Proof of Payment Issues
The information provided (e.g., hotel receipt, registration receipts, etc.) must show that the individual requesting the reimbursement incurred the expense as well as what was purchased. If the individual who is requesting reimbursement is not listed on the paid receipt (e.g., lodging receipt, registration receipt, etc.), they must provide proof of payment for the expense.

Acceptable examples to prove payment include, but are not limited to, a paid receipt with the payee’s name listed, copy of a cancelled check, or copy of a credit card statement with all information blackened but the charge and the person requesting reimbursement’s name.

Group Meal Receipt - Meal Itemization not provided
All group meals require an itemized receipt. If an itemized receipt is not available, the payee is required to complete a Certificate of Missing Receipt

Lodging Receipt (receipt is not itemized)
An itemized hotel receipt is required regardless of the dollar amount.

Merchandise Receipt (only charge receipt is provided)
An itemized receipt is required for such items on both Travel and Non-travel reimbursements regardless of the amount. A credit card charge slip is not sufficient documentation.

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reimbursement

audit

error

File(s):

cert_missing_receipt_2019.pdf

Keep Your Trip Expenses Organized

sfine — Fri, 22 Jan 2016 16:58:40 +0000

The following tools may be helpful as you keep track of pertinent information/documentation for the duration of your travel course:

Weekly Expense Envelope

Provides grids (Weekly Expense Envelope Front and Weekly Expense Envelope Back) for recording daily expenses and details as well as a pocket envelope that can be used to store receipts. Weekly expense envelopes are available by contacting a staff member in the Office for Global Engagement.

Expenditure Log Sheet

Single sheet providing grids for recording and categorizing daily expenses during a travel course. This expenditure log (Sample Expenditure Log, Expenditure log.doc) is merely an example and can be adapted to fit your individual preferences and travel course.

Sample Expense Summary (Sample Expense Summary.xlsx)