The Financial Services office thanks everyone for an extremely successful implementation year of our updated expense policies. Here are a few helpful reminders and tips for the future, based on activity that we see frequently:
- Lawrence University is exempt from paying sales tax on lodging in Wisconsin, New York, Michigan, and Florida. The specific tax exempt forms for these states are conveniently available to you on the Financial Services website. Don’t forget to ask for the taxes to be removed when you pick up your receipt and checkout of the hotel.
https://www.lawrence.edu/info/offices/financial_services/accounts_payable/accounts_payable_forms
- When traveling one or more nights out of town for business, $60 is the recommended allowance to spend for meals each day. If meals are incurred during a work day for a business purpose without travel, the recommended meal allowances are: breakfast ($10), lunch ($15) and dinner ($30).
- Credit card bi-monthly statements, expense reimbursements, and cash advances should be reconciled with the Financial Services office within 60 days of incurring the expenses.
- When using a personal vehicle for business travel, it is acceptable to request reimbursement for 50 cents per mile up to 250 miles round trip. Seeking travel reimbursement with a gasoline receipt is appropriate when traveling with a Lawrence fleet vehicle or rental vehicle.
- When paying for future travel accommodations and fees with personal funds, please remember that reimbursement will be made only after the travel has occurred. University purchasing cards and travel advances can be used to avoid carrying these costs personally prior to travel. The business office can assist those who may not have their own purchasing card.
Always feel welcome to reach out to colleagues in Financial Services with questions at any time.