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B. Travel Expense Reimbursement:
Traveler | 1. Completes a Travel Expense Report with original itemized receipts. 2. Submits to Chairperson/ Department Head for approval. |
Chairperson/Department Head | 3. Reviews and approves Travel Expense Report. 4. Forwards report to appropriate fiscal representative. |
Grants/Fiscal Representative | 5. Reviews expenses, approves, and forwards to Accounts Payable. |
Accounts Payable | 6. Matches Travel Request to final Travel Expense Report. 7. Reviews documentation as necessary. 8. Processes for payment upon completion of review. 9. Issues reimbursement to traveler within ten (10) business days of submission of completed Travel Expense Report via direct deposit when possible. |
Attachment 3
Modes of Transportation
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Generally, non-reimbursable expenses include items on the following listing, however a Sr. Vice President or Provost may approve payment for certain expenses in special circumstances:
- Airline or VIP club membership dues or one-day admission fees
- Airline/car rental upgrades
- Airline Seating: Main Cabin Extra, Preferred Seating
- Air phone usage
- Alcoholic refreshments
- Baby-sitting or childcare costs
- Barbers and hairdressers
- Car repairs/routine maintenance or locksmith charges
- Clothing or toiletry items
- Credit card delinquency fees/finance charges/annual fees
- Day Travel Meals
- Early Bird Check In
- Excess baggage costs related to personal property
- Expenses related to vacation or personal days taken before, during, or after a business trip
- Frequent flyer mile (airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
- Helicopter services for local travel/entertainment
- Laundry or cleaning expenses
- Loss or theft of cash advance money or airline tickets
- Loss or theft of personal funds or property
- Lost baggage
- Luggage and briefcases
- Magazines, newspapers, personal reading materials
- Medical expenses while traveling
- Movies
- Optional travel or baggage insurance
- "No show" for hotel or car service
- Parking or traffic violations
- Personal accident or property insurance
- Personal entertainment
- Pet care / Boarding
- Recreational expenses
- Saunas, massages, spa visits
- Shoe shines
- Souvenirs or personal gifts
- Trip cancellation insurance
Attachment 7
Mileage Scenarios
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