Financial Services
Policies and Procedures - Travel
Policy 10 - Reimbursement of Travel Expenses
Reimbursement/Clearing of Travel Advance
Travel, transportation, and allowance expenditures are to be used to clear a
travel advance or reimburse authorized University employees and others traveling
on official University business. The reimbursements are to be made at the amount
authorized by State regulations except when a higher (excess subsistence) allowance
has been specifically approved. To obtain a reimbursement or clear an advance,
the traveler must file Form
TRV-1, Travel Authorization/Expense Report. Reimbursement is normally made
within six (6) working days after receipt of correct documentation in the Accounting
Office. Reimbursements should be filed within 10 working days of travel. However,
if only mileage reimbursement is being requested, or in the case of extended
travel periods, Form TRV-1 should be filed at least monthly.
Obtaining Proper Receipts
Items that can be reimbursed or used to clear a travel advance if receipts are
obtained:
Destination Transportation:
- Commercial Airline - must have original ticket (receipt) at "Air Coach Rate"
- Railroad - must have original ticket (receipt) at "Coach Fare Rate"
- Bus - must have original ticket (receipt)
- State Car - toll, parking, gas and mandatory repair receipts
- Private Car (refer to regulations to determine criteria for driving private car) - toll and parking receipts. Also can claim direct mileage between points on traveler's itinerary
- Airport limousine or taxis - must have original receipt if one way exceeds $20
- Rental Car - must have original rental agreement contract with a state contract vendor showing total cost of rental, tolls, parking and gas receipts
Intercity Transportation:
Taxis-Taxi fares are not reimbursable for intercity transportation, except in emergencies when a less expensive mode of transportation is not available within a reasonable period. To obtain reimbursements of a taxi or limousine, receipts plus justification must be attached to the form TRV-1, Travel Authorization/Expense Report
- Bus or other public transportation - obtain receipts if possible; if no
receipt, maintain listing of dates, destinations and costs
- Rental Car - Rental agreement contract showing total cost or rental, tolls, parking and gas receipts. Must be from State contracted vendor, even though another vendor may be less expensive.
Subsistence
- Lodging - Receipt of actual lodging expenses from a commercial lodging
establishment
- Meals - Refer to the section on meals to determine receipts needed and if meals are allowable
Other Expenses:
Registration or tuition receipts
Personal phone calls are reimbursed only if the conditions outlined in Policy
3 are met
Official University business phone calls
Items which cannot be reimbursed even if receipts are obtained:
- Room Service tips, valet tips, or other hotel services,
- Laundry services
- Between meal snacks
- Tours or other social activities
- Flight insurance or personal accident car insurance
Submission Of Travel Reimbursement Request After Travel
Within ten (10) days following the completion of all travel, the Travel Authorization/Expense Report, Form TRV-1, including receipts, must be submitted to the Accounting Office. The travel reimbursement request must be personally signed by the traveler, as well as, the academic or administrative supervisor of the traveler, to indicate approval. See Procedure Number 1 for instructions to complete Form TRV-1, Travel Authorization/Expense Report.
Two or More Persons
When two (2) or more persons travel together, it is necessary for each person to submit a separate Form TRV-1 for expenses for meals, lodgings, tips, and transportation (by public carrier). However, when two (2) or more persons use a personal or University car, one (1) person should report the cost of operating the car.