❗PLEASE READ BEFORE SUBMITTING ❗
ℹ️ FYI: Before You Begin
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Please enter your post-trip information.
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Upload Instructions: Ensure you have your relevant receipts ready for upload. Multiple receipts must be uploaded at the same time. To do this, hold "Ctrl" + click.
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Conference Attendees: If you attended a conference, a PDF of the conference or meeting agenda is required.
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Next Steps: IMCI Staff will process your information in Chrome River and you will receive an email to approve. Please email imci-grants@uidaho.edu with any questions or concerns.
⏱️ Post-Trip Submission Timeline
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15-Day Deadline: You must fill out an IMCI Travel Reimbursement Form within 15 days of returning from your trip.
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Processing Time: Expect your travel claim to be processed within 2 weeks of the IMCI Office receiving it. Be sure to promptly provide additional needed information when asked to avoid any processing delays.
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Questions? Contact the IMCI Office: imci-grants@uidaho.edu.
📑 Required Documentation & Itemized Receipts
Original receipts are required in most cases (internet receipts are accepted as originals). Ensure the following are attached:
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Airfare: Provide an original itemized receipt that reflects the passenger name, amount, method of payment, class of service, ticket number, vendor name, destination, and dates of travel.
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Lodging: Provide a detailed itemized receipt with a $0 balance. If the room rate is more than single occupancy, you must provide a comparison showing the single occupancy rate versus the rate charged.
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Conference Registration & Agendas: Provide the original conference registration receipt and a conference agenda. Policy Update: Auditors require meeting agendas to confirm per diem eligibility. If per diem is included in your travel expenses, the agenda must be provided. If an agenda is not available, you must provide an Affidavit of Lost Receipt.
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Rental Car: Provide original itemized receipts, along with original gas receipts noting the gas was for the rental car.
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Personal Vehicle Mileage: Be sure to provide your workstation address and ending location address on your travel claim so mileage can be reimbursed according to Mapquest routes.
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Ground Transportation: Receipts are required if over $75 per expense, and you must provide information regarding how the expense is business-related.
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Other Business-Related Expenses (Internet, Parking, Tolls): Receipts are required and you must provide information regarding how the expense is business-related.
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UI Purchasing Cards: You MUST provide original receipts for all expenses placed on a UI purchasing card.
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Alcohol Purchases: Alcohol purchases are NEVER allowed on University of Idaho Purchasing Cards (P-Cards). If alcohol is purchased, it must be paid for with personal funds and a reimbursement requested. A completed entertainment form must also accompany these expenses, without exception.
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Non-standard Expenses: Be sure to provide comments and documentation for all non-standard expenses.
⚠️ Mixing Business with Personal Travel
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Personal Days: Personal days during the trip MUST be listed on all IMCI travel forms.
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Cost Comparisons: When combining personal and business travel, a cost comparison of a strictly business itinerary versus the actual itinerary is required. Request reimbursement for the business-related part of the expense and include comparison documentation of costs without personal days.
🛑 What NOT to Submit
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Meal Receipts: Do not collect or turn in food receipts. You will be paid per diem for meals that were not provided during your trip based on your departure and return date/time.
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Personal Vehicle Gas: Do not collect or turn in gas receipts for private vehicle mileage.
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Incidental Allowances: The per diem rate covers incidentals such as service tips and laundry services.