Finance Division

Accounting Services

Related Guideline


Employees will be reimbursed for travel expenditures in compliance with the University travel guidelines which are governed by State and Federal travel regulations. Adequate documentation must exist to allow for verification of expenditures.

All travel vouchers submitted for reimbursement are required to have the signature of the traveler certifying that the amounts are true and correct and conform to State, Federal and University laws, rules and regulations. All signatures must be original or in an approved electronic format (faxed or electronic mail). No stamped signatures will be accepted. The reimbursement must be approved by the employee’s supervisor or supervisor’s designee. The designee may not be a direct subordinate of the traveler. The supervisor or designee’s approval is asserting that they are aware of the employee’s travel and that the expenditures appear reasonable.

Travel outside the continental United States, Alaska, Hawaii, Canada or Puerto Rico meets the definition of foreign travel and requires approval prior to departure. Foreign travel funded from sponsored program activities must be approved in advance by Sponsored Programs Accounting. Refer to the Comptroller's Fiscal Policies and Procedures for the Foreign Travel Policy.

Under the Progressive Discipline Policy of the University, any employee who falsifies records or documents or willfully violates written rules, regulations or policies can be suspended or terminated from their job.

When individuals file for reimbursement of travel expenses they are certifying:

  1. They have followed the University's travel policies,
  2. They have not nor will not receive reimbursement for these expenses from any other entity outside the University,
  3. All expenses are business related and,
  4. That all supporting documentation is on file with their department or business office.

Reimbursement will be made upon completion of the travel. All travel reimbursement requests should be filed within the same fiscal year in which the trip occurred. Any reimbursement request that is not submitted within the 60 calendar days or quarterly deadline (see Travel Guidelines for more details) or within the fiscal year the trip occurred will require the traveler to submit a written request stating the reason for delay and obtain written approval by the Dean/Division Head or a designee. This additional approval is required to be received and filed with the travel documentation before the reimbursement is approved for payment.

Travelers are expected to exercise the same judgment when making travel arrangements and expenditures that a prudent person would exercise. As a steward of State and Federal funds and private grant funds, each employee should use the following guidance when traveling:

  • Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment are not considered exercising prudence.
  • Travel by commercial airlines should be in coach or tourist class.
  • Automobile transportation may be used when common carrier transportation cannot be arranged satisfactorily, or to reduce expenses when two or more University employees are traveling together.
  • Transportation to or from points of arrival and departure should be by the most economical method.