Reimbursement will be made for actual expenses incurred while traveling on University business. All expense reports must be approved by the employee's immediate supervisor or the next higher authority.
Expense Reports must be submitted no later than five (5) days after the completion of travel. No employee is authorized to approve his/her own, a peer's, or a superior's travel expense report. Each employee expense report will be reviewed by accounting for:
It is the responsibility of the traveler and the department head approving an expense form to ensure that it conforms to University policy and correctly accounts for and documents all reimbursable expenses being reported. Receipts for expenditures for all expenses MUST be attached. Actual bills/receipts must be submitted whenever possible; photocopies will be acceptable only with an explanation as to why the original is unavailable. Receipts must include the name of the vendor, location, date and dollar amount. One expense report must be submitted for each trip.
The University will reimburse employees for all reasonable and necessary expenses while traveling on authorized University business. The University assumes no obligation to reimburse employees for expenses that are not in compliance with University policies. When a traveler does not select the lowest airfare, hotel rate or car rental rate offered, the travel counselor will note the policy exception which will be included in a periodic exception report to be reviewed by the appropriate Cabinet member.