TRAVEL POLICY AND
    PROCEDURES MANUAL

EXPENSE REPORTING


 

TRAVEL EXPENSE REPORT COMPLETION & SUBMISSION

The University strongly recommends that travelers submit a final Expense Report within twenty-four hours of a trip completion. If charges have been made against your Citibank corporate card prior to your trip an Expense Report needs to be submitted for payment immediately so that late fees will not be placed against your card. Expense Reports are submitted on-line utilizing the PeopleSoft Travel and Expense Module.

Travelers on extended work assignments away from campus should have monthly Expense
Reports submitted, at minimum.

APPROVAL PROCESS

Travelers must receive the department head’s, approving authority’s and Principal Investigator’s signature on the printed version of the Expense Report. Travelers may not authorize their own expense report.

 SIGNATURE DELEGATION

Authority and responsibility for approval and control of travel by employees rests with the department head/director. In certain circumstances, in the absence of the department head/director, another approving authority may be designated via a signed written document indicating such delegation. Delegating approving authority to anyone below the traveler’s immediate supervisor is not permitted.

TRAVELER’S CERTIFICATION

By signing on the employees signature line on the Expense Report employees certify that the expenses claimed on the Expense Report are allowable, reimbursable expenses made under applicable University and campus policies and procedures.

If any claimed expenses are subsequently determined by the University to be non-reimbursable expenses, subject to appeal, travelers will be personally liable for the repayment. Travelers must repay improper reimbursements within fifteen (15) calendar days after receipt of a written notice from the University. Travelers agree to these terms by signing the printed Expense Report.

Should repayment not be received by the Controller’s Office within the designated time period, the outstanding amount can be deducted from the employee’s pay.

 

IRS REQUIREMENTS

To insure that reimbursements for travel do not become reportable taxable income to travelers, the following procedures are in effect:

 

REPORTING & RECEIPT REQUIREMENTS

The following information is required with an Expense Report submission:

MISSING RECEIPTS

If an original receipt is lost, but a photocopy is available, the photocopy will be accepted only with a written detailed explanation on the Expense Report detailing why the original receipt is unavailable. The explanation must be made in writing, signed by the traveler and the approving authority, and attached to the printed Expense Report.

 If an original receipt is lost and a copy is unattainable then the Missing Receipt Affidavit form or a memorandum must be completed and signed by the traveler and the approving authority. It must include a complete explanation of the expense and the reason for the missing receipt. See Appendix E for a Missing Receipt Affidavit form.

 In the event of a missing airline receipt (last page of a ticket stub), an affidavit must be accompanied with a copy of the travel agency’s airline ticket copy.

 If the traveler is unable to obtain a copy of the airline receipt, a copy of the itinerary and one of the following must be included with the Missing Receipts Affidavit:

 

EXPENSE CLASSIFICATION CODES

ACCOUNTS/OBJECT CODES FOR EMPLOYEE REIMBURSEMENT:

Download Expenditure Classification for Reimbursements (In Microsoft Word format) Size: 89 Kb

Download Expenditure Classification for Reimbursements (In Adobe pdf format) Size: 44 Kb
Requires Adobe Reader. (Click on Link to select version download).

 

CONVERTING INTERNATIONAL CURRENCIES

 To convert international currency the following calculation is used:

 Rates may be obtained from the:

http://www.oanda.com

Use of the University Corporate VISA card eliminates the need to calculate international currency conversions and usually reflects favorable exchange rates.

 


Travel Policy and Procedures Manual (MAIN INDEX)

Travel Management, (MAIN PAGE)
Controllers Office (MAIN PAGE)

 


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Last Updated: 09/03/13