ACCOUNTING PROCEDURES FOR FACULTY
NOTE: All accounting/reimbursement requests must go through Diana
and she will pass the materials onto the Business/Accounting Office.
Please choose from the following options:
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TRAVEL REIMBURSEMENTS
Reimbursements for your own travel:
- You must submit a completed Travel Reimbursement form to Diana Thomas in SSPB 4223.
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Please let Diana know what account and fund will be used to refund expenses.
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Original receipts showing proof of payment are always required for reimbursement. NOTE: Invoices are not considered receipts. We need something that actually shows the item was paid for.
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If you have lost the original receipt, or do not have proof of payment, you must submit a copy of your bank statement showing the payment and the description in the itemized column, or submit an original cancelled check. (All personal information should be whited out).
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For the following categories, you must provide:
Airfare: Receipt or invoice/itinerary showing payment AND ticket number (this is not the same as a confirmation number). Ticket numbers are 10-16 digit numeric codes. Without the ticket number your reimbursement cannot be processed. (Only Jet Blue does not provide ticket numbers).
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Lodging: Itemized receipt showing daily expenses and a zero balance due.
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Registration: Receipt and copy of registration form.
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Meals: Not required for submission, the allotment/day is $50.00
(Foreign Travel: Must check per/diem rates with Patty Jones in Accounting.
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Rental Car:
Receipt given when car is returned (mileage in/out). If you
plan on renting a car, please see the Corporate Car Rental Agreements form. You must submit separate receipts for gas purchases if you want to be reimbursed for these.
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Mileage: If you plan on using your private vehicle during your travels, please fill out the Mileage Reimbursement form and turn in with your travel reimbursement form.
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Miscellaneous: Any one expense over $75 must have a receipt.
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Pre-payments or reimbursements for guests of the University:
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If you are having guests come to the University and want a hotel pre-paid, you must give Diana at least 4 weeks notice. If the guest is a foreign visitor, Diana will need 3 months notice.
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The regular procedure is to have guests arrange and pay for their own airfare, and we will reimburse them after their trip.
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