V706.03 Employee Travel Preauthorization and Reimbursement Procedures

Expense reimbursement may occur only if the proper authorization has been secured prior to departure:

For out-of-state travel, faculty are required to comple the 'Request for Travel' form (AA-2). This form collects information helpful in making approval decisions when travel funds are limited, and documents items eligilbe for reimbursement. This form must be completed prior to travel and attached to the Travel & Expense Reimbursement Report.
Approval for in-state travel must be secured from the appropriate supervisor prior to scheduling the use of a state vehicle. If reimbursement will be sought for meals, mileage, or accomodations, Form AA-2 (Request for Travel) must be completed. The documented approval must be attached to the Travel & Expense Reimbursement Report.

For out-of-state travel, employees other than faculty must receive documented approval from their immediate supervisor. This documented approval must be attached to the Travel & Expense Reimbursement Report.
For in-state travel, documented approval is not required for employees other than faculty.

The following guidelines for reimbursement apply:

All non-travel expenses and out-of-state travel reimbursement requests and/or the reconciliation and return of any excess funds provided as part of an advance must be submitted with appropriate documentation no later than sixty days upon return of travel or upon date of expense. The return of any excess funds proveded as part of an advance will become taxable to the employee if returned after sixty days based on IRS guidelines. Out-of-state travel expense reimbursements and non-travel expense reimbursements will not be paid if they have been submitted after the established deadline (sixty days).
Receipts are required for all reimbursable expenditures with the exemption of meals which are reimbursed through a per diem allowance.
Air fare may be charged to a travel agency only after notice of trip approval has been received.
When accompanied on a state-authorized trip by a family member, the state employee should provide documentation of the single person room rate so that only the appropriate amount is charged to the state. The official, original lodging receipt is required for reimbursement.
Such charges as towing and repairs are not allowed when the individual collects personal car mileage reimbursement.
Charges for laundry, valet charges, alcohol, and tips will not be reimbursed.
Travel & Expense Reimbursement Reports should be submitted to the employee's immediate supervisor, the fund controller, and, for faculty, the VPAA, for approval signatures.