Per diem receipts and travel claim documents

Keep the itemized lodging bill for each stay, showing dates, room charges, taxes and any separately billed fees. Under FTR §301-52.1, lodging receipts are required regardless of amount; receipts are also required for other authorized expenses exceeding $75, unless an applicable exception is established. An agency can require additional records.

The threshold is “exceeding $75,” not “$75 or more.” It is a documentation threshold, not permission to spend or a promise that a smaller expense will be reimbursed. Use the agency’s process if a required receipt is unavailable.

Ordinary M&IE is an allowance calculated from the locality and eligible travel days. It is not obtained by adding restaurant receipts. Record any government-furnished meals or meals included in a registration fee so that the published deduction can be applied.

When actual expense reimbursement is authorized, the record requirements differ. FTR §301-11.23 requires itemized expenses, with lodging receipts regardless of amount and receipts for an individual meal exceeding $75. Keep the written authorization with that claim.

• Travel authorization and any written exception approval.
• Work locality, fiscal year, departure and return dates.
• Itemized hotel bills and required transport or other expense receipts.
• Conference agenda or registration details showing included meals.
• The daily calculation and explanation of any adjustment.

File within five working days after completing travel, or at most every 30 days during continuous travel, unless the agency requires a shorter timeframe. Check the instructions governing your claim. A CSV exported here is supporting arithmetic, not a substitute for a receipt or authorization.