This policy applies to study away foreign and domestic programs and
group travel where a faculty member requires funds advanced for the
trip. The faculty member should try to have expenses for the trip invoiced
by the vendor directly to the College to minimize the amount of money
that will be advanced for the trip.
All travel reimbursement must be approved by an authorized individual
other than the traveler and include a full reconciliation between amount
advanced and spent.
To request an advance, submit a Study
Away/Group Travel Advance Form and
forward to Accounts Payable for processing. The faculty member receiving
the advance must sign the statement acknowledging responsibility
for submitting an expense report with receipts.
Within 60 days from the last day of the program or trip, a full reconciliation
between the advanced amount and the actual expenditures must be documented
on a Study Away/Group Travel Expense
Report. The page 1 tab of the spreadsheet is the summary and the
page 2 tab should be used to document the detail of the expenses. On
page 2, please identify receipts in numerical order with the number
placed on the right hand
corner of receipts and circle
amount of reimbursement. Receipts are not required if the expense is
less than $15. For daily meal allowances to students, an acceptable
form of receipt is a list with each student's signature indicating
receipt of such allowance. If no receipt is available, enter no receipt
and
provide
explanation on
attached
missing
receipt
log
found
on the
page 3 tab. The completed
report with attached receipts should be forwarded to
Accounts
Payable
for
processing.
Please
allow 7-10 business days for processing.
