TRAVEL POLICY AND PROCEDURE - PAGE 13

3.         For group travel involving air travel, a list must be included with the ER that contains the original signatures of the passengers in lieu of providing the passengers’ boarding passes.  An original travel itinerary or passenger receipt showing proof of payment for airfare must also be provided if airfare is not direct-billed to the University. 

4.        Group travel expenses that are expected to exceed $3,000 (e.g. airfare or lodging) must comply with the guidelines set forth in Section IV, A, 4 of this policy.  

5.         ER’s for international group travel must be filed with Accounts Payable no later than forty-five (45) days after the end of the month in which travel was completed. 

VI.     GUEST/CANDIDATE TRAVEL 

A.  GENERAL GUIDELINES - The University will reimburse authorized guests, including job candidates, for reasonable and necessary travel expenses when travel is for the benefit of the University.   Reimbursement is subject to the same travel policy and procedures as applicable to University employees unless otherwise indicated. 

1.         Reimbursement shall be for guest expenses only and shall not include expenses for spouses, children, or other companions unless prior approval is obtained at the Provost/Vice Presidential level. 

2.         An ER is to be completed by the department with supporting receipts for all activities associated with the travel.  The name, title and represented organization of the guest are to be included on the ER. 

3.         Candidate travel expenses will be reimbursed from the following sources:

a)         non-auxiliary staff positions will be charged to the Institutional Recruitment Budget which is monitored by the Director of Human Resources, 

b)         auxiliary funded positions will be charged to the auxiliary that is engaged in the search. 

c)         faculty positions will be charged to the appropriate dean's account. 

4.         For grant-funded positions, candidate travel expenses are to be charged to the applicable grant account when allowable.  All such expenses must be approved in accordance with

Page     1     2     3     4     5     6     7     8     9     10     11     12     13     14     15         
Table of Contents
Travel Policy
Return to Travel Page