TRAVEL POLICY AND PROCEDURE - PAGE 5

5.         Accounts Payable will review all ERs for compliance with University policy and procedures, reasonableness of expenses, and accuracy.  Completeness and organization of the ER and its supporting documentation will assist in expediting the review and reimbursement processes.  ERs found deficient will be returned unprocessed with an explanation to the traveler and/or the approving supervisor. 

6.         After all reviews of the ER have been completed, reimbursement will be issued to the traveler for any authorized expenses which exceed any applicable travel advances by the same payment method the employee receives their payroll (direct deposit or a check to the traveler’s home address).   

B.        SUPPORTING DOCUMENTATION:  In addition to the above, travelers must provide the following supporting documentation to substantiate the expenses reported on the ER. References are provided to more specific guidelines. 

NOTE: Unless otherwise noted, receipts are not required for expenses that were paid directly by the University (i.e. those coded “D” on the ER). 

1.         PERSONAL AUTO MILEAGE (IV.B.1.):  no receipt required; location (s) and business miles driven must be shown on the ER.

2.         RENTAL CARS (IV.B.2):  original receipt required

3.         * AIR TRANSPORTATION (IV.B.3):  travel itinerary/passenger receipt & boarding pass required

4.         * CHARTER & OTHER TRANSPORTATION (IV.B.4/5.):  original passenger receipt

(ticket stub) required or original vendor invoice if receipt not available

5.         LODGING (IV.C.):  original itemized bill required

6.         PER DIEM MEALS (IV.D.):  no receipt required if reimbursed at or below published per diem rates; original receipts required if reimbursed above published rates

7.         BUSINESS MEALS (IV.E.): original receipt and additional supporting documentation required (see IV.E.1.)

8.         TELEPHONE & INTERNET CHARGES (IV.F.):  original receipt required

9.         INCIDENTAL TRAVEL EXPENSES (IV.G.):  original receipt requested when available; required for items greater than $20.

10.      NON-TRAVEL EXPENSES (IV.H.):  original receipt required

* Receipt required even if paid directly by the University.

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