4.12.7 Travel Reimbursements

A Travel Reimbursement Voucher should be submitted to the department chair or director for his/her approval and forwarded to the Travel Coordinator for reimbursement within ten (10) working days after returning from trip. 

Travel Reimbursement Vouchers that exceed the approved itinerary amount will be returned to the appropriate department chair or director for justification and budget confirmation.  If the request is for out-of-state travel reimbursement, the original approval process is required (department chair or director, school dean or dean, and the appropriate vice president).

The Travel Reimbursement should be completed immediately upon return from the trip by completing the Travel Reimbursement Voucher and submitting to the Travel Coordinator.  The filing of this form should be made no later than ten (10) working days after the travel period.  Travel Reimbursement Vouchers should be typed or completed in ink.  Required elements to be filled out on this form include:

  • Name
  • Assigned university identification number (J#)
  • Official duty dates of the travel
  • Fund, Organization, and Program Codes to be charged
  • Allowable Amounts claimed

When an employee does not provide adequate documentation (receipts, travel reimbursement, etc.) in the time frame indicated in the policy for travel advances, the amount advanced will be considered an overpayment and treated as an advance of wages which will be deducted from the employee’s paycheck.  This Policy is modified to follow the DFA procedures applicable to agencies that utilize the Statewide Automated Accounting System (SAAS).