TRAVEL

OUS Policy

Eastern Travel Policy implements OUS policies. OUS travel policy is available on line in Financial Administration Standard Operating Manual (FASOM). Please take a glance.
Travel Authorization/Advance form
 
 
 
 

Eastern Policy:

Authorization and Expenses

The following policy covers travel expenses and use of State (University-owned) vehicles. The rules will apply when requesting authorization for travel with expenses and will establish provisions for the use of University vehicles.

The official authorization process, restrictions, and allowances are detailed in FASOM, Section 11, Travel, which is on file in the Accounts Payable Office, or available on the WEB see take a glance.

  1. Authorization
    1. Authorization for travel with expenses paid by existing University support or special budget funds will be secured from the appropriate unit head prior to travel time. Special travel for the University may require approval from the President's Office.

    2. Authorization for the expenditure of funds for travel will be granted "when the travel is at the convenience of the University." Travel will be considered "at the convenience of the University" when it meets the following provisions:
      1. When faculty/staff members will be performing duties which are representative of the entire institution (such as faculty recruitment, institutional voting, purchasing, building planning, etc.).

        When the travel is associated with course development or is related to the instructional program or other University programs and has broad institution-wide implication.

      2. When travel is associated with in-state, regional or state professional meetings.

    3. Institutional funds may be used for student field trips if the field trip is a required part of the approved course Syllabus and the approval of the Dean of the School is obtained prior to the trip.

    Detailed and summary information regarding travel rules and rates are available in the Accounts Payable Department, Inlow Hall.

Cash Advances

VISA, travel credit cards are available to Eastern staff, if eligible, for use in place of cash travel advances. Employees are strongly encouraged to obtain and use the VISA travel card or a personal credit card for travel expenses. This helps to eliminate the paper work involved in issuing and settling a cash advance. Travel expenses submitted to Accounts Payable on properly approved reimbursement request forms will be paid in 3-4 days. This allows the traveler to obtain reimbursement prior to receipt of their credit card billing.

If credit cards or personal funds are not available, cash advances may be authorized in situations where anticipated expenses will exceed $25.00. No advance will be made for less than $25.00.

In cases where an advance is approved, the advance should be for the full amount of the estimated cost. Expenses should be estimated accurately and completely.

A cash advance request is made on the Travel Authorization/Advance form. Approved forms are sent to Accounts Payable. Four (4) days should be allowed for check processing.

Employees who utilize the cash advance should note, that by signing the "Travel Authorization/Advance" form, they are authorizing a payroll deduction for the amount of the advance, if the advance is not settled as outlined below.

Only one advance may be outstanding at any given time. No subsequent advance or travel reimbursement will be made to any individual who has not submitted a " Travel Reimbursement Request" form for prior travel.

Advance funds for students who are traveling on institutional business are available in the form of student loans. Requests for these funds are made in the Financial Aid Office

Travel Reimbursement Request

"Travel Reimbursement Request" forms must be filed "immediately" upon completion of all travel where reimbursement is requested from Eastern. Any "travel advance" for which a reimbursement request is not filed and any reimbursable balance repaid by the 10th of the month following the month travel ended, will be collected from the employee's next current paycheck.

  1. All claims must be submitted to the appropriate individual in the School or administrative unit for completion of the "Travel Reimbursement Request" form. These must be complete and accurate before being forwarded to the Accounts Payable Office. It must be in the Accounts Payable Office by the end of the period mentioned above.

  2. Any incomplete or incorrect claims will be returned to the appropriate individual in the School or administrative unit with a note of explanation for reprocessing. This will not extend the date for a payroll deduction.

 Travel Account Codes

These codes apply to travel expenses, including transportation, meals, lodging, and incidental expenses incurred while traveling and are broken down by purpose of travel--such as in-state, out-of-state, or foreign travel; employee or non-employee travel and program or training. Conference or convention registration fees must be broken down if they include meals and lodging, air transportation, or ground transportation and each must be reported separately.

[Responsible for Accuracy: Virginia Key , V.P. for Business, Finance & Facilities- Last Verified: 9/15/00]





From Faculty/Staff Handbook