TRAVEL POLICY AND PROCEDURE - PAGE 6

IV.          ELIGIBLE TRAVEL EXPENSES 

A.       GENERAL GUIDELINES 

1.         Subject to travel policy and all procedures herein, University employees, students, and guests are eligible for the reimbursement of necessary and reasonable travel expenses incurred for authorized University business.   

2.         Reimbursement of travel expenses for sponsored projects must be in full compliance with the specific terms of any such project as well as with University policy and procedures. 

3.         Professional discretion should be used at all times while incurring or reporting travel expenses.  Reimbursement is not allowed for personal expenses such as spousal or family travel, entertainment, alcoholic beverages, extra meals, travel insurance, laundry, etc, or for business expenses that do not comply with University policy and procedures. 

4.         If a specific travel expense item for a particular trip is expected to exceed $3,000 (e.g., airfare or lodging for group travel), bidding of these services may be required.  The individual or department should contact the Purchasing Department before procuring these services. 

5.         Employees may be reimbursed travel expenses incurred on behalf of other employees provided the specific business reason for doing so is indicated along with the name(s) of those involved.  This would include common types of travel situations where it is normal and practical for one individual to pay an expense rather than be divided (i.e. shared lodging charge or restaurant expense).   

6.         Divisions, colleges, or departments may establish more restrictive travel guidelines than contained herein, including reduced expense reimbursement rates, if deemed necessary or appropriate.  The administrative heads of these units are responsible for informing their respective personnel of these guidelines. 

7.         Unless otherwise noted, exceptions to these procedures must be approved at the Provost/Vice Presidential level.  The exception box must be checked by the traveler on the ER next to the corresponding expense and the Vice President/Provost must check the exception box when approving.

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