CAAHEP Travel Expense Reimbursement Intake Form

To submit for expense reimbursement, you must complete this form and attach the completed Expense Report spreadsheet with receipts in PDF form.


The CAAHEP Expense Reimbursement spreadsheet can be found here:



The expense spreadsheet is in “view mode” for universal access. To complete the reimbursement spreadsheet, follow these steps:


  1. Download the form to your device.
  2. Open the form and select "Review" from the toolbar.
  3. Click "Unprotect Sheet" to enable editing.
  4. Enter your information in the required fields.
  5. Save the completed form to your preferred location.
  6. Upload the saved form to the CAAHEP Travel Expense Reimbursement Report Intake Form.
  7. Review CAAHEP travel policies, and submit accordingly.
 

CAAHEP Expense Policies

  1. EXPENSE REIMBURSEMENT FORMS SHALL BE SUBMITTED as soon as possible after actual expenses have been incurred. No reimbursement will be honored if submitted after 60 days of the incurred expense.
  2. ORIGINAL ITEMIZED RECEIPTS ARE REQUIRED. Scan all receipts into PDF for airline travel, baggage fees, car rentals, parking, hotel bills, and meals.
  3. TRAVEL BY COMMON CARRIERS (airplane, train, bus, boat, etc.) will be reimbursed at the ROUNDTRIP ECONOMY OR COACH CLASS RATE, plus the necessary expense to and from the place of departure of the common carrier. Travelers may retain frequent flyer miles and compensation for denied boarding for their personal use. Individuals may not deliberately patronize a single airline to accumulate frequent flyer miles if less expensive comparable tickets are available on another airline.
  4. SHUTTLE, TAXI, RIDE SHARING, or other similar means to and from the airport at the points of origin and destination, and at the destination if essential for business purposes. Limousine or other luxury travel expenses will not be reimbursed. Note: if the meeting hotel offers free shuttle to and from the airport, CAAHEP will not reimburse for other modes of transportation to or from the airport.
  5. PARKING AND TOLL expenses, including charges for hotel parking, incurred by Personnel traveling on CAAHEP business. On-airport parking is permitted for short business trips. For extended trips, Personnel should use off-airport facilities.
  6. PERSONAL AUTOMOBILE MILEAGE usage, if requested, is authorized at the current IRS-approved rate (.70 cents per mile) by the most direct route. The maximum allowable reimbursement, including enroute expenses, may not exceed the published roundtrip coach class air fare to and from the site of the meeting.
  7. RENTAL CARS: Rental cars may be expensed in lieu of travel by Air or personal automobile. The maximum allowable reimbursement, including enroute expenses, may not exceed the published roundtrip coach class air fare to and from the site of the meeting.
  8. UNREIMBURSED EXPENSES include items not directly related to CAAHEP business, such as telephone calls, lodging, and meals for family members and guests, movies, entertainment, etc.



*PAYMENT OF UNREIMBURSED EXPENSES: If you are authorized to sign the hotel bill on check out, pay for unreimbursed expenses at that time and have the hotel deduct this from the final bill sent to CAAHEP. In other cases, unreimbursable expenses are to be deducted from the total of expenses.

 
 
 
 
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Expenses are related to attendance of this event

 

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Attach the completed Expense Report spreadsheet (accessed using the link in the above instructions) and receipts here. The upload should be a single PDF file, including the signed expense report and copies of original itemized receipts for airline travel, baggage fees, car rentals, parking, hotel bills, and meals.

Drop your files here