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Travel Information: Frequently Asked Questions
| Question: |
When do I need to complete a Prior Approval to Travel form? |
| Answer: |
A Prior Approval to Travel form – must be approved in advance if any of the following conditions apply and submitted with payment requests such as the Travel Expense Reimbursement Voucher, MasterCard charges and Registrations (Please do not send form to the Business Office in advance of payment requests):
- Faculty: If your anticipated travel expense is greater than $50 “Prior Approval to Travel” must be approved by the Department Head or Account Manager (DH/AM) and the appropriate Dean.
- Staff: If your anticipated travel expense is greater than $500 “Prior Approval to Travel” must be approved by the DH/AM and the next level supervisor. For travel less than $500 you must obtain verbal approval from your supervisor.
- Faculty/Staff : Travel to one destination of more than 3 in attendance – “Prior approval to Travel” must be approved by the DH/AM and the President or designee.
- Faculty/Staff: Travel lodging expense up to 50% over the “State Lodging Rate” – “Prior approval to Travel” must be approved by the DH/AM and the President or designee.
- Faculty/Staff: International Travel – “Prior approval to Travel” must be approved by the DH/AM and the President or designee. If more than 3 in attendance it MUST be approved by the Secretary of Education.
Designees are: for staff Cindi Perry-Chief of Staff and Maribeth Trun-Special Assistant to the President, and for faculty Mark Padilla- Provost.
A revised “Prior Approval to Travel” would be necessary if the appropriate signatures were not obtained.
PLEASE NOTE: Lodging CANNOT be approved for amounts that EXCEED 50% over the State Lodging Rate. |
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| Question: |
Will the Business Office prepay registration fees and the cost of the hotel? |
| Answer: |
The hotel cost cannot be prepaid. Registration fees may be prepaid if it is indicated on the Prior Approval to Travel. A completed registration form is needed for payment. The Business Office requires at least 10 working days to issue checks for registration fees. |
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| Question: |
Can I be reimbursed for the direct purchase of an airline ticket? |
| Answer: |
Employees may use their personal credit card to purchase air & rail tickets and request reimbursement on a travel voucher. |
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| Question: |
Can I be reimbursed mileage when I use my personal vehicle to conduct official business? |
| Answer: |
The University will not reimburse for mileage within a 25-mile radius of the University. Authorized reimbursement mileage rate is $.585/mile when a personally owned vehicle is cost justified and/or a State owned vehicle is not available; $.246/mile when a personally owned vehicle is used for the convenience of the employee. |
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| Question: |
Can I be reimbursed for a rental car if I stay at a hotel that is the site of the conference? |
| Answer: |
Rental cars will not be approved or reimbursed if the hotel is the site of the conference. Travelers will not be authorized for both conference site rate (lodging) and a rental car. Employees who are authorized to use a rental car should decline rental car insurance. |
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| Question: |
Do I need to submit receipts with my travel voucher? |
| Answer: |
Original receipts are required for all reimbursements. The hotel bill must be itemized and show a zero balance.
Also include hard copies of confirmations of expenses if online methods were used to procure services. (Boarding passes are required for all air and rail reimbursements made directly to employees.)
See the Travel Forms page for more details. |
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