Personal Expense Statement and Documentation of Expenses Sample Clauses

Personal Expense Statement and Documentation of Expenses. The LAAC requires that completed travel expense forms be forwarded to the Controller within 30 days of the conclusion of the trip. To adhere to the LAAC requirement, Departments should post the Personal Expense Statement (PES) in the FMS within 30 days. Form Gen. 16, Personal Expense Statement (PES) may be accessed and filled out interactively at xxxx://xxx.xx.xx.xx.xx/forms.htm. All expenses claimed for reimbursement should be itemized on the PES. Note: payment transaction fees charged by Traveler’s personal credit card providers and/or payment service providers are not reimbursable except for foreign transaction fees for City business related expenses (e.g., lodging, meals, transportation). The Department Head shall certify that all expenditures were incurred in pursuit of City business. Falsification of such certification shall be grounds for appropriate disciplinary action and such other sanctions provided by law. The LAAC further requires that receipts be provided for transportation costs, lodging, and for any single item of expenditure in excess of $25. Internal Revenue Code 274 requires adequate records or sufficient evidence corroborating the Traveler’s own statement to substantiate traveling expenses and in order to determine tax liability. Sufficient evidence must be presented as to the amount of travel expense, the time and place of the travel and the business purpose of the expense. Departments should certify expenses, and maintain copies of receipts for expenses regardless of amount when deemed necessary in these guidelines. For grant-funded and special-funded travel, it is the Traveler’s responsibility to comply with the grant/special fund requirements relative to receipt documentation. Note: Completed PES and receipts submitted, electronically or otherwise, become part of the City official travel records and the official property of the City. Therefore, Travelers are advised to black out/redact any personal information contained in any documents submitted. Departments are required to maintain original support documentation for five years. Below are examples of acceptable documentation to be submitted with the completed PES. Description of Expense and Acceptable Documentation Airfare Airfare receipt such as passenger ticket, invoice, itinerary, “e-ticket”, confirmation notice or other documentation reflecting the dates of travel. Proof of payment such as credit card receipt or statement. For “e-ticket”, a screen print of the confirmation noti...