Before GVW - DriversDuring GVW - PurchasesAfter GVW
If you’re driving visitors in your personal vehicle during GVW, take a picture of your mileage sometime before GVW.
- Why: The driving reimbursement paperwork has mileage logged in terms of “starting
mileage” and “ending mileage” for each trip (i.e. to and from anywhere).
- Any time you purchase anything, you must get an ITEMIZED RECEIPT.
- Itemized receipts list each individual item purchased, and each item’s price.
- You’ll need to explain why you didn’t make the purchase with a department p-card. Example: “I
was in the tubing group, and we didn’t have a p-card” - Meals:
- Volunteers: this probably won’t apply unless you get separated from everyone somehow.
- Visitors: you can order DoorDash if you miss the group meals.
- Everyone: you can get reimbursed for meals, including tax, with some conditions:
- Write down who was at the meal, you’ll need to list them.
- Volunteers: If you’re buying meals, there should be a visitor in the party. (Meals
for groups of volunteers without any visitors may not be reimbursed fully) - Buy meals for less than 10 people at a time. Split the checks if needed.
- Get an itemized receipt.
- Write down how much you tipped (20% max)
- Snacks - get an itemized receipt
- Uber for visitors to/from the airport, or for visitors back from the bars, or volunteer van drivers.
Print out a screenshot of the app with the details of your trip. - Gear if someone loses a glove, etc. - get an itemized receipt.
You’ll need to turn in 4 or 5 forms. All forms should be sent to the ME accounting email: accounting@mech.utah.edu, or delivered in person to Daphne at the front office.
- W-9 form, if you have a social security number. W-8BEN if you do not have a social security
number. - Mileage form (if you drove) - the fleet rate is $0.725 per mile
- Reimbursement Request form
- Memo with the following information about purchases:
- Write a brief description of the purchase.
- Write the type of purchase (meal/gear/misc).
- For meals, write each of the attendee’s names on the paper.
- A sentence explaining why the purchase was not made on the department p-card. Ex: “I
was in the museum/city tour group, and we didn’t have a p-card.”
- Every receipt.
- Computer submissions, emailed to Daphne:
- Tape the receipt flat
- Take a photo that is in focus and shows the whole receipt
- Paste that photo into a word document.
- Type the Memo information into the document.
- Hand-written submissions turned in to Daphne in person:
- Tape each receipt NICELY to its own piece of blank paper.
- Tape the receipts so the page can go through a scanner without getting stuck- lay
the receipt flat and tape around all of the edges. - Write the Memo info on the page.
- Computer submissions, emailed to Daphne: