The policies and procedures described herein are in general terms to allow reasonable flexibility and do not cover every possible situation. Items of an unusual nature should be explained on the corresponding expense report.
Travel Expense Vouchers for reimbursement of business-related expenses are to be approved by the department chair/director or next higher level of authority. The Travel Expense Voucher presents all costs incurred and is to be accompanied by original receipts where required. Where receipts are missing, it is up to the individual to attach an explanation and to obtain duplicates before a request for reimbursement is submitted.
Financial Services and Operations personnel review all Travel Expense Vouchers to determine compliance with policies concerning reimbursable travel expenses before a reimbursement is processed and/or a Travel Advance is cleared. The authorizing individual, however, remains accountable for ensuring compliance with all University travel policies.
The traveler is expected to submit a Travel Expense Voucher to Financial Services and Operations within two weeks of completion of travel. Vouchers that are received after this two-week period may be delayed in processing.
Procedure for Completing the Travel Expense Voucher
Within two weeks of completion of University-related travel, the employee (or employee on behalf of a non-University individual) must do the following:
- Complete and print a Travel Expense Voucher.
- Any expenses that have been charged to the purchasing card should be reported in the appropriate section, e.g., airline tickets, registration fees, lodging deposits. Receipts for these charges should be kept with the purchasing card statement. Reimbursement cannot be claimed for any expenses charged to the purchasing card, as these expenses are paid directly by a University index.
- Expenses that are reimbursable should be reported under the day incurred and in the appropriate line item, e.g., breakfast, lunch, dinner, taxis, tolls.
- If a cash advance has been obtained, it must be reported on the travel expense voucher.
- Attach copies of the receipts for expenses charged to the purchasing card and the original receipts for the reimbursable items. If money is owed to the University, deposit the appropriate amount directly to the Cashier's Office and include the receipt with the Travel Expense Voucher.
- Obtain the authorized signature of the financial manager for the index that is to be charged for the expenses. All vouchers must also be approved by the department chair/director or next level of authority.
- Forward the completed and approved Travel Expense Voucher, with all supporting documentation and receipts attached, to Financial Services and Operations.
Procedure for Completing the Day Travel Expense Voucher
All travel expenses for trips that do not include an overnight stay must be reported on the Day Travel Expense Voucher.
Within two weeks of completing University-related travel, the employee must do the following:
- Complete and print a Day Travel Expense Voucher. When an individual resides in another state and day travel is claimed, meals are taxable and per diem is claimed at residence rate (where you reside).
- Attach all original supporting documentation and receipts.
- Obtain the authorized signature for the index to be charged. All vouchers must also be approved by the department chair/director or next level of authority.
- Forward the approved Day Travel Expense Voucher with all supporting documentation and attached receipts to Financial Services and Operations.
The Internal Revenue Service requires that any reimbursement for meals when there is no overnight stay is taxable income to the employee. Applicable FICA, federal, and state taxes will be withheld from a future paycheck on the amount reimbursed for meals.