(Derived from Lincoln University Rules & Regulations Section 4.03.1)
Employees who travel on university business or for professional development must adhere to established procedures in order for travel costs to be reimbursed by the university. All travel requests and estimated travel expenses must be preapproved by the area supervisor. Invoices for travel-related expenses and registration fees billed directly to the university must be submitted to Accounts Payable through the usual requisition method at least 14 days prior to the departure date. Any Request for Check Form pertaining to the travel must also be submitted in this manner.
Reimbursable travel expenses are limited to those expenses authorized as essential. These expenses generally include transportation, lodging, meals, and registration fees. Discretion and good judgment should be used in utilizing travel funds.
To request reimbursement for travel expenses:
- Enter a requisition in Datatel for any out-of-pocket costs not already included on another requisition.
- The vendor of the requisition is the traveler who will be incurring the out-of-pocket expenses.
- Include the dates of travel and destination.
- Include an estimate of each expected cost to be incurred.
- Include an estimate of incidental expenses, such as parking, tolls, shuttles, and cab fares, using object code 65400.
Upon return, the traveler must submit the Travel Expense Voucher (TEV), with all required receipts, no later than 30 days after the travel has ended. Failure to comply with the submission deadline may result in non-reimbursement.
NOTE: Purchase orders for single trips will be closed if no reimbursement requested within 30 days of the last date of travel.
NOTE: When charges for travel expenses are not billed directly to the university, receipts clearly denoting payment by cash or by personal credit card are required. Such receipts must be attached to the TEV.
All requests for reimbursement of travel expenses must be itemized and attested to by the traveler and approved by the area supervisor. Area supervisors are primarily responsible for validating travel reimbursement claims. A Request for Check Form should NOT be submitted in place of a TEV.
The TEV will be reviewed for the following:
- Is it signed by the traveler?
- Is it signed by the traveler's supervisor with an original signature?
- Is it signed by other required approvers, as needed?
- Are all receipts attached?
- Are the receipts original and paid?
- Is a brief description of all miscellaneous items included?
- Is there a valid requisition or blanket purchase order number listed?
- Does it list the dates of travel, purpose of travel, and destination (including early and late departure times)?
Failure to provide all of the required information and supporting documentation will result in a delay of processing the TEV.