Instructions
1. Name & address: self explanatory
2. Employee/Student ID #: If you are not a UC Berkeley student, faculty or staff member, this does not apply to you.
3. Social Security #: Only applies if you are a U.S. citizen
4. If you are not a U.S. resident, please list your country of residence
5. Purpose of trip: self explanatory
6. Date & Time of Departure/Date & Time of Arrival/Destination From & To: self explanatory
7. Airfare: please include the passenger receipt from the ticket as well as the invoice stating that you paid for the fare. Also include a copy of your itinerary and your boarding pass. If you are not claiming the airfare but still travelled by air, you will need to include your itinerary.
8. Car License #: Only applies if you rented a car or used your own personal vehicle
9. Gas receipts or Gas Mileage: If you drive a long distance, mileage reimbursement may cost more than if you flew the same distance. Be aware that the Museum can only reimburse you up to the airfare cost if it is less than the mileage/gas cost. Rented vehicles will only be reimbursed for gasoline purchase and will require receipts.
10. Lodging costs: If you paid by credit card and you have lost the receipt, a credit card statement will suffice. If you shared a room with someone and paid the other party for your share of the room, supply a copy of the cancelled check (front & back) or your bank statement. If you paid the other party in cash, please note that you may not be able to be reimbursed. (Avoid doing this in the future.) However, obtain a written and signed statement from the other party stating how much you paid them in cash, and the date & purpose of the transaction (the more information, the better).
11. Meal costs: If you don't have receipts, you can still be reimbursed up to $50/day if your domestic travel was greater than 24 hours and less than 30 days. If travel was greater than 10 hours but less than 24 hours, the limit is $33. Other limits apply for international travel.
12. Miscellaneous charges & type: Include on this line conference/registration fees and other costs associated with your travel.
13. Total Amount: Add up the total expenses and include it in this line.
14. Tape all original receipts to an 8 1/2 x 11" sheet/s of paper, single sided. Do not staple or include any staples of the receipts. Make sure all the receipts can be seen completeley on the sheet of paper without having to unfold them (the receipts will be photocopied and microfiched). Do not tape over the ink of the receipts (the tape makes the ink disappear). You do not have to tape receipts that are 8 1/2 x 11".
15. Make sure all receipts indicate that the item is PAID for by you. Order forms do not count as receipts. If you paid by check and did not get a receipt for it, you'll need to provide the cancelled check from your bank. Copies of bank statements can also be used if receipts are lost for check card purchases.
16. Attach the sheets of receipts to the Travel Claim Form. Include a tally/list of the expenses on a separate sheet of paper if there are more than 5 receipts.
17. Place in the Museum Director's mailbox for his signature. If you are mailing in the completed form and receipts, address it to: UCMP Office Manager, 1101 VLSB, MC 4780, Berkeley, CA 94720-4780.
18. Allow up to 4 weeks from the time UCMP receives your completed form to get your reimbursement.

General Reimbursement Request
Use this form for reimbursement of expenses incurred by project needs and/or entertainment expenses.

Project Needs
1. Justify your reimbursement and be as concise as possible.
2. Tape all original receipts to an 8 1/2 x 11" sheet/s of paper, single sided. Do not staple or include any staples of the receipts. Make sure all the receipts can be seen completeley on the sheet of paper without having to unfold them (the receipts will be photocopied and microfiched). Do not tape over the ink of the receipts (the tape makes the ink disappear). You do not have to tape receipts that are 8 1/2 x 11".
3. Make sure all receipts indicate that the item is PAID for by you. Order forms do not count as receipts. If you paid by check and did not get a receipt for it, you'll need to provide the cancelled check from your bank. Copies of bank statements can also be used if receipts are lost for check card purchases.
4. Attach the sheets of receipts to the Reimbursement Request Form. Include a tally/list of the expenses on a separate sheet of paper if there are more than 5 receipts.
5. Place the forms in the Museum Director's mailbox for his signature. If you are mailing the completed forms with the receipts, address the envelope to: UCMP Office Manager, 1101 VLSB MC 4780, Berkeley, CA 94720-4780.
6. Allow up to 4 weeks from the time UCMP receives your completed form to get your reimbursement.

Entertainment Expenses
1. Include purpose, event date and time.
2. On a separate sheet, attach a list of attendees. If more than 30 attended, you can be general (e.g. graduate students, UCMP staff, etc.)
3. Tape all original receipts to an 8 1/2 x 11" sheet/s of paper, single sided. Do not staple or include any staples of the receipts. Make sure all the receipts can be seen completeley on the sheet of paper without having to unfold them (the receipts will be photocopied and microfiched). Do not tape over the ink of the receipts (the tape makes the ink disappear). You do not have to tape receipts that are 8 1/2 x 11".
4. Make sure all receipts indicate that the item is PAID for by you. Order forms do not count as receipts. If you paid by check and did not get a receipt for it, you'll need to provide the cancelled check from your bank. Copies of bank statements can also be used if receipts are lost for check card purchases.
5. Attach the sheets of receipts to the Reimbursement Request Form. Include a tally/list of the expenses on a separate sheet of paper if there are more than 5 receipts.
6. Place the forms in the Museum Director's mailbox for his signature. If you are mailing the completed forms with the receipts, address the envelope to: UCMP Office Manager, 1101 VLSB MC 4780, Berkeley, CA 94720-4780.
7. Allow up to 4 weeks from the time UCMP receives your completed form to get your reimbursement.

Last updated 3/31/05