Business Services
Travel Policies...
Travel Authorization
All travel shall be conducted in the most efficient and cost-effective manner resulting in the best value for the university.
- A travel expense report form must be signed by the traveler and the persons immediately responsible for the budget areas involved. Authorizing one's own reimbursement is not acceptable.
- Faculty must secure written approval (memo or travel expense report form) from the appropriate vice president, dean, department administrator, or director prior to incurring any expense.
- Approvals for nonfaculty travel must be obtained in advance from authorized campus personnel, either in written or oral form, subject to departmental policy.
- Once a trip is complete, the travel expense report form must be submitted to the Travel Office in Business Services for processing. Receipts for lodging, registration fees, airline tickets, rental vehicles, and miscellaneous expenses in excess of $25.00 should be attached. Commercial ground transportation (taxicab, airport shuttle) requires receipts if over $75.00 per item.
Travel Reimbursements
A travel expense report form, completed and properly authorized as described above, must be submitted to the Travel Office in Business Services for processing. An exception form and receipts must accompany the travel expense report form when more than one person is attending the same out-of-state conference or when claims for meals or lodging expenses exceed allowable rates. New reimbursements will not be made to an employee from whom travel expense reports or unused funds are overdue. Any person who fails to settle an advance may not receive any future advances.
Reimbursement for airfare expenses may be submitted in one of two ways:
- On a regular travel expense report form with other expenses, with receipt attached, once the trip is complete.
- On an airfare reimbursement form with receipt attached (for use when VISA bill for airfare is due prior to return date of trip). Contact Linda Law (552-6553) for a copy of this form.
Foreign Travel
Whenever traveling to foreign destinations, the travel expense report form must be approved by the Vice President of Administration and Finance and submitted to the Travel Office in Business Services in advance. Lodging and meal rates vary depending on destination/time of year. Please contact the Travel Office for current rate information (Linda Law at 552-6553) or visit http://www.state.gov/m/a/als/prdm/
