Travel Expense and Reimbursement Policy

Purpose of Policy

The University appreciates the efforts of those who travel on University business.  At the same time, it is necessary to keep the costs of travel within reasonable limits, to follow consistent reimbursement procedures, and to comply with IRS imposed substantiation policies to ensure that reimbursements are not considered taxable income.

This policy is intended to:

  • Ensure that only reasonable and necessary expenditures for authorized business are incurred, documented and paid for by the University.
  • Ensure clear and consistent understanding of policies and procedures.
  • Make sure that all payments are in conformity with applicable laws, acceptable practices, and common sense.
  • Provide guidelines that enable the University and its departments to better manage their budgets.

Scope of Policy

The policy applies to all employees who incur reimbursable expenses while traveling for the University, regardless of the source of funds.

The Internal Revenue Service imposes the following requirements on reimbursement of business expenses (1) there must be a business reason for the expenses (2) the individual must substantiate the expense; and (3) the individual must return to the employer or organization any amount advanced in excess of the substantiated expenses.

For travel expenses to be reimbursed they must be properly accounted for on a travel and reimbursement form, with the business purpose stated and proper supervisory approvals obtained.