ON RETURN – THE NECESSARY PAPERWORK


SUBMITTING A TRAVEL REIMBURSEMENT


What form to use

To submit a reimbursement for travel expenses incurred on official University business use a Travel Reimbursement Request form.

Receipts

Original receipts are needed for most everything such as lodging, parking, registrations, vehicle rentals, ground transportation, tolls, and vehicle rentals. You can not be reimbursed for lost receipts. Receipts should be taped to an 8 ½ by 11 inch piece of paper.

When to submit reimbursements

Travel reimbursements need to be submitted no more than 30 days after the return date of travel. No reimbursement will be made for trips in prior fiscal years. The only exception would be if the trip were at the end of the fiscal year.

Signatures

The Travel Reimbursement Request form must be signed by the traveler, department chair, dean (if applicable). The signature of the vice president is needed if Travel Authorization was originally encumbered for less than $2,000 but the actual expenses is $2,000 or more.

Exceptions

All exceptions to the travel policies and procedures must be approved by the responsible Vice President and by Business Affairs in writing.