Travel Services (TRA)

POLICY 7

Effective Date: 05/07/2001

Last Modified Date: 09/29/2008

Submit Form Promptly after Travel

Within 10 days following the completion of all travel,

• For Web Travel users: the Travel Reimbursement will be completed and submitted electronically for approval. The barcode sheet must be signed by the traveler before faxing the documents into Finance Central.
• For InDEPTh users: the Travel Expense form should be completed, submitted electronically for approval, and travel expense summary with original receipts forwarded to Travel Services. The Travel Expense form must be signed by the traveler.

If a Travel Request form is not submitted within 10 days to Travel Services, a memorandum will be sent to the traveler. (See TRA Appendix 4.)

Reimbursement

Travel, subsistence, and other allowed expenditures will be reimbursed to authorized University employees and others traveling on official University business. Reimbursements will be made at the amount authorized by State regulations, unless a higher allowance (excess subsistence) has been specifically approved in Part I of the Travel Request form.

For University employees, reimbursements are electronically deposited to the same bank account used for Payroll direct deposit. If the employee wishes to use a different bank account the employee must complete an Electronic Payment Authorization Form For Individuals (PDF) and submit to Disbursement Services.

Two or More Persons

When two or more persons travel together, it is necessary for each person to submit a separate Travel Request form for expenses for meals, lodgings, tips, and transportation by public carrier. However, when two or more persons use the same personal or State car, only one person should report the cost of operating the car.

Reference List of Travel Expenses

This list details, but does not limit, the types of travel expenses to be included in expense categories for subsistence, transportation, and other expenses.

Expense Type	Documentation Required?
Subsistence
Lodging expenses, including Room or suite (written justification required for suite) Service charge Lock box, if billed and not requested Maid service Tax	Yes, paid receipt from commercial lodging establishment
Conference packages (airfare, lodging, and meals)	Yes, conference agent receipt. Not allowed if contract or grant funds
Federal Register rate in lieu of lodging and meals, if provided for in Federal contract or grant	No
Meals, including tips $34.00 daily in-state $36.25 daily out-of-state Lunch will not be reimbursed, in- or out-of-state, unless the trip requires an overnight stay	No
Transportation
Airfare, bus, train, ship Note: Federal contracts and grants require use of U.S.-flagged carriers when leaving or returning to continental U.S.	Yes, original ticket or electronic ticket receipt
Mileage between duty station and airline terminal (see TRA Policy 10)	No
Travel from airline terminal to destination and return (see TRA Policy 10)	Yes, if over $20.00
Taxi or limousine, including tips	Yes, if over $20.00
Rental cars—actual expense excluding insurance and collision damage waiver (see TRA Policy 10)	Yes
Private plane—actual expense if (1) less than cost of regularly scheduled airline flight; (2) regularly scheduled airline flight not feasible or available; or (3) less than private car at statutory rate, including additional lodging and meals required by longer travel period	Yes
Medical Foundation aircraft	Yes
Other
Registration	Yes
Telephone—business, emergency, or personal	No (but see TRA Policy 11, Telephone Calls)
Tips for handling baggage at common carrier terminals, or at place of lodging	No
Passport or visa; immunization	Yes
Membership dues	Yes
Field trip supplies	Yes
Conference supplies and equipment	Yes
Meeting, conference, or reception room rental and supplies, etc.	Yes
Currency exchange fee	Yes
Tuition and/or exam fee	Yes
Facsimile transmissions; overnight mail to office	Yes
Emergency medical and/or health care products	Yes

Requirements

All information asked for must be provided.

Traveler's signature should be obtained before submitting the reimbursement form to the next stop on the FRED route or submitting original paperwork from InDEPTh to Travel Services.

Expenses must be properly documented. See the Reference List of Travel Expenses, above, for allowed expenses and acceptable documentation. Original receipts are required where indicated. Any traveler who refuses to provide original receipts will be issued a Form 1099 (Miscellaneous Income) and the expenses will be reported to the Internal Revenue Service as income to the traveler.

Return of Incorrect/Incomplete Requests

Incorrect or incomplete Travel Request forms will be rejected electronically. The creator of the reimbursement document will need to reference the notepad for explanation.

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