Travel Expense Reimbursement Guidelines
[Required Procedures]
Please note that some of the required actions must be taken BEFORE your travel
(1) Before your travel
- If your planned itinerary includes personal or non-ISSP business travel to other locations, prior consultation is required to determine which portion of the itinerary is reimbursable. (Please also see the “Important Notes” below.)
- Send by email the flight itinerary and the flight purchase receipt (e.g., receipt issued by the airline/travel agent, e-ticket receipt showing payment). If the purchase receipt is not in electronic form, send a copy of the receipt by email first and then submit the original copy later. Information that proves that the itinerary and the receipt are linked with each other (e.g., booking #) is required.
(2) After arrival
-Submit the used paper boarding passes of the departing flight.
(3) After returning home
-Send an email with a scan of the return flights’ paper boarding passes
[Important Notes]
- If your travel involves both ISSP-related business and personal purposes, please be mindful of the following rules:
1) A prior approval must be obtained before purchasing flight tickets
2) If the approval request is declined, the one-way ticket, not round-trip, of the travel in question will be reimbursed.
- Your ticket must be purchased by yourself. It should not be purchased together with other travelers’ tickets.
- Be sure to have PAPER boarding passes issued at the airline counter or kiosk in the airport. Do NOT use mobile boarding passes.
- Please do not use the automated gate at the airport because a copy of passport page with an entry or exist stamp will be required if your paper boarding passes are not available.