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Policy 3.2.5
Policy 3.2.5
Policy and Procedures Manual
Classification Number: 3.2.5
Revised: August 14, 2017
SUBJECT: TRAVEL REGULATIONS
No travel expense shall be incurred by any university employee except in accordance with the official Travel Regulations Policy.
Any request for travel at university expense, must be submitted through the individual's immediate supervisor, who will forward the request through channels for final consideration. All such requests must be submitted in sufficient time to receive final approval prior to the commencement of travel. All such travel is to be evaluated as to its applicability to the official position of the employee, its necessity, and its benefit to the university.
Employees desiring to travel at university expense should complete the travel request portion of the three-part Official Travel Form, (attachment A). It should be submitted at least two weeks in advance of the trip, through the appropriate school dean, vice president, or external executive director/campus dean. All costs related to the requested travel should be included in the estimate of costs section. Those costs requiring prepayment to a vendor or provider for services should be so designated and the details pertaining to the prepayment itemized on an attached requisition. If an employee wishes to receive an advance on the anticipated expenses of an approved trip, this should be indicated on the Official Travel Form and the amount of the requested advance shown. The travel request will be submitted to the business office for availability of funds. A copy of the approved travel request will be returned to the employee. In some cases, the university will not reimburse employees for expenses incurred as an employee of the university. Thus, the employee may have un-reimbursed business expenses.
Upon completion of the trip, the travel report portion of the approved Official Travel Form should be submitted to reflect actual expenses incurred and show reimbursements due the employee. The travel report will then be processed and charged to the account.
Contact for Interpretation: Chief Financial Officer
This policy statement supersedes all previous policy statements on this subject.
Revisions:
- 08/14/2017 - Revision-title change
- 10/16/2008 - Revision
- 03/29/2007 - Review
- 10/15/2004 - Revision
- 10/15/2003 - Revision
- 09/15/2001 - Reissued as policy 3.2.5
- 09/15/2001 - Review and Revision
- 08/10/1993 - Inception as policy 3.2.6
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