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EEB Staff: Travel Authorization

=> download this announcement as a Word document.

The University Travel Policy revision has been approved and is now in effect. There have been several changes and re-emphasis on other portions already in place.

All travel must be authorized and documented prior to all official University travel activities and a Travel Authorization Form must be filled out, even if the expenses will not be charged to the University.

The traveler must sign the form if he/she is requesting an advance.
The traveler’s supervisor must review and approve the authorization for travel.
Group travel: One individual can get an advance, but each individual must complete an authorization form.
If the group, other than the group leader, has members who are not University employees and an advance is needed, an Operational Advance may be requested.

Travel Advance:

Travel advances may only be issued to active University employees. An exception to this is for a grad student who will be traveling on Federal grant funds.
Travel advances will be issued no more than seven days prior to start of trip.
Travel advance requests must be received in the FSO-Operations at least three days before the date required.
Travel advances are considered liens against wages and must be settled within 10 days after completion of travel. Failure to clear advances (submit travel expense report) in a timely manner may result in deductions from any payment due the traveler (reimbursements, scholarships or salary/wages).
NOTE: we have already seen this happen!

Travel advances will not be issued:

To travelers who have outstanding advances greater than 10 days.
To travelers owing money on a previously submitted Travel Expense Report.
For amounts less than $250
Scholarship/Fellowship Travel:
All scholarship or fellowship grants are now reportable on the 1098-T. Students receiving funds to travel for educational purposes will receive reimbursement through the FSO-Operations travel process, but the reimbursement will show on their 1098-T (contact your tax advisor for information on the effect this will have on your tax situation).

Receipt Requirements:

Lodging receipts: must be an itemized statement from hotel/motel showing the name, address (including street, city and state), telephone number, actual dates of lodging, daily room charges and that the bill has been paid. A credit card receipt is not acceptable. A receipt for lodging being shared by two or more people must show the names of the travelers who shared the room.
Airline receipts: confirmation or receipt must indicate the name, itinerary and note that the tickets have been paid for.
Telephone charges: will only be reimbursed when authorized by supervisor and incurred for a reasonable business purpose.
Rental vehicle receipts: the original rental agency itemized statement showing dates of use and total cost. (Reminder insurance will not be reimbursed except when required by rental agency, i.e. under age drivers or in foreign countries). Please note on receipt, explanation of non-obvious initials used (i.e. VLFRS—vehicle rental surcharge, CNTYSCH—county rental surcharge) for charges.
Foreign receipts: it is the traveler’s responsibility to translate foreign receipts into English. What the receipt is for must be documented on the face of the receipt.
Exchange rates: A credit card statement showing the actual US dollars charged may be included to verify specific exchange rates used. In absence of this verification, the exchange converter at http://www.oanda.com/convert/classic will be used.
Foreign currency exchange fees: submit original receipts showing the amounts exchanged and the fee charged. A credit card statement showing the actual US dollars charged may be included to verify particular exchange rates used.

Please note: if a receipt does not show payment information, a copy of your credit card statement showing payment is acceptable.
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