TRAVEL POLICY AND PROCEDURE - PAGE 12

          These expenses include miscellaneous transportation costs (taxi, bus, airport limousine), parking, tips, telephone/fax, and gas/repair for University vehicles. 

1.         Incidental expenses should be summarized under the “Misc” column and itemized on the “Explanation of Miscellaneous” section on the ER. 

2.         Original receipts should be provided whenever possible and are required for any incidental expense exceeding $20. 

H.    NON-TRAVEL EXPENSES - Certain non-travel expenses of a miscellaneous nature may be submitted directly for reimbursement on the ER, if such non-travel expenses are related to a trip.  Non-travel expenses not related to a trip must be submitted on a payment voucher form.  These expenses must follow the “Direct Pay Guidelines” issued by the Purchasing Department for which there is a $500 limit per item.  Please contact the Purchasing Department for these guidelines prior to requesting reimbursements for these items. 

For non-travel expenses related to a trip:

1.        Non-travel expenses should be summarized under the “Misc” column and itemized on the “Explanation of Miscellaneous” section on the ER. 

2.     Original receipts are required for all non-travel expenses regardless of the dollar amount.

V.     GROUP TRAVEL 

A.   GENERAL GUIDELINES - Group travel, domestic or international, will follow the same guidelines for incurring and reporting travel expenditures with the following exceptions: 

1.         If the responsible individual pays the vendor (e.g., hotel, restaurant) directly on behalf of the group, paid receipts and a corresponding list of individuals must be included with the ER. 

2.         If the responsible individual distributes cash directly to the group members (e.g., for meals), a list must be included with the ER that contains the original signatures of the recipients acknowledging the amount and purpose of the cash received. 

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