TRAVEL POLICY AND PROCEDURE - PAGE 4

a)         An ER may be filed after each trip or may consolidate several trips.

b)         An ER spreadsheet template (Microsoft Excel format), with automatic calculation features is available on the Accounts Payable website at www6.semo.edu/apdept/travel. 

2.         ERs not filed within the above time period may result in denial of expense reimbursement. Additionally, failure to clear travel advances or to report travel expenses paid directly by the University may result in paycheck withholdings, the reporting of unsubstantiated expenses as taxable income to the IRS, and/or the loss of future travel privileges. 

3.         Travelers must itemize on an ER those business expenses that were paid directly by the traveler for which reimbursement is being requested, or which were paid directly by the University (i.e., through the Purchasing/Accounts Payable processes).  Personal expenses, or business expenses for which reimbursement is not being requested, should not be reported on an ER. 

a)         For expenses paid directly by the traveler, original receipts taped to 8 ½ x 11 paper (if smaller than 8 ½ x 11) and dated to correspond to the expenditures being claimed must be attached to the ER to substantiate these expenses.  (Refer to Section III.B. for more specific documentation/receipt requirements for different types of travel expenses). 

b)         For expenses paid directly by the University, the traveler must check the “D” column (for “direct-pay”) to the right of the corresponding expense on the ER. Except for airfare boarding passes, receipts for direct-pay expenses do not need to be attached to the ER. 

c)         In the event that a receipt is lost a written statement from the employee, approved by the supervisor, stating that the original receipt is not available and reimbursement has not been previously received must be attached to the ER.   

4. ERs must be signed by the traveler, the appropriate supervisor and, if different, by the custodian responsible for the account to which the expenses are to be charged.  Additionally, ERs charged to grant accounts must be signed by the Grants Compliance Officer.

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