Travel / General Policies & Guidelines |
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Prior to TravelComplete a Travel Application. Reimbursable ExpensesOnly expenses relative to the transaction of official University business will be reimbursed, subject to applicable statutes, regulations, availability of funds, reasonableness and prudence. The cost of reasonable business-related special expenses are reimbursable. Examples:
Non-Reimbursable ExpensesExamples of non-reimbursable expenses are:
Travel Route ExpenseAll travel shall be by the most direct route. Expenses due to deviations for convenience shall be borne by the employee. Distances between destination shall be as shown on the Highway Map. Where no mileage is available, odometer readings shall be used. Mileage in and around a city of destination may be claimed as such. Non-Required TravelWhen travel is not required as a condition of employment but is a benefit to both the University and the employee, the Financial Manager, or designee may provide partial reimbursement. The reimbursement may not in any case exceed the rates otherwise authorized. Registration FeesShall be paid with P-card or can be paid by individual. Request for Payment should be used to reimburse individuals if approved. Per Diem
Meal Allowance
Purchase of Meals for Non-State EmployeesMeals purchased for guests of the University (non-state employees), while the traveler is on travel status, are reimbursable in "reasonable amounts". (University IGP 113) The traveler must include a statement on the Travel Voucher specifying why, for whom, and certifying that the claim does not include alcoholic beverages. Lodging Allowances
Conference LodgingAny employee attending a conference or seminar in the course of state business may stay in the lowest priced room available at or near the hotel or motel in which the conference or seminar is located or in accommodations arranged by conference/seminar organizations, and shall be reimbursed for actual lodging expenses in excess of those allowed by the reimbursement rates above. The traveler must check the box on the travel voucher if conference lodging was used. If conference lodging was NOT used, and the amount is over the allowed amount, the traveler must fill out a Travel Exception form and attach to the voucher. A copy of the the official conference brochure, registration form, or other documentation of the conference, detailing information regarding designated conference hotels, and meals MUST be attached to the travel voucher. Vouchers without this attached, will be returned. Modes of Transportation
After TravelA Travel Voucher is required for all employees who have been on travel status regardless of reimbursement. The original voucher must be signed by the traveler and forwarded to the Department of Procurement, Disbursements and Contract Services. Expenses are to be shown in detail and shall be itemized by day and by type of expenses with original receipts attached. Exception: Meals do not require receipts. If the amount of the Travel Voucher does not exceed the amount approved on the Travel Application, the Travel Voucher may be submitted without further approvals. Travel Vouchers with regular Travel Application attached are to be submitted to the Department of Procurement, Disbursements and Contract Services to be reviewed and processed. Any Travel Voucher not in compliance with the Travel Policy may be corrected by the Department of Procurement, Disbursements and Contract Services staff or returned to the Financial Manager requesting additional explanation or supporting documentation. According to regulations issued by the Internal Revenue Service, all claims for the reimbursement of travel expenses must be submitted promptly after the approved travel is completed. If the travel reimbursement form is not submitted within 60 days of the completion of travel, the reimbursement must be considered taxable income to the traveler according to the IRS. Effective July 1, 2008 travel expense reimbursement requests that are submitted more than 60 days after travel has been completed will be included in the employee's payroll and the appropriate amount of tax will be withheld from the employee's wages.These amounts will be included on the employee's Form W-2. This regulation does not change what travel expenses can be reimbursed, it just requires the request for reimbursement to be submitted on a timely basis or the reimbursement is subject to tax. Please help us avoid including travel reimbursements in your taxable wages by submitting reimbursement requests in a Receiving Reimbursement CheckThe traveler's reimbursement check will be mailed to his/her campus address unless otherwise indicated. Please contact Linda Coffey if you would like reimbursement to be direct deposit. |
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