Reimbursement for Travel
In order for a faculty member to be reimbursed for his travel, he must
Have his travel approved in the electronic leave request program
Have made all airline and auto rental reservations through one of the preferred travel agencies, the airlines directly or by use of the Internet. Internet purchases must be made with the traveler's own credit card. The preferred travel agencies are AAA House of Travel, Carlson Wagonlit Travel, Continental Capers, Crystal Travel, Holbrook Travel, Lorraine Travel Bureau, STA Travel, Travel Centre, World Class Travel and Wright Travel. Travel agencies should call Mary Simpson at 265-8012 for the department corporate card account number, after the traveler has booked the flight. Airline tickets may be delivered directly to the traveler.
Have dollars available in the travel/membership/books account (limit $2,000 per fiscal year).
Complete a Travel Reimbursement Request (Copy of Form in Excel format) and submit with ORIGINAL single occupancy hotel bill; airline stub (original ticket or the back "passenger receipt" portion of the ticket); taxi, limo, bus, and shuttle receipts; meal receipts; toll receipts; proof of meeting attendance (CME certificate, program listing as speaker, letter of poster acceptance, etc); and copy of check or credit card receipt for meeting registration. If requesting reimbursement for meals for other persons, the attendees must be listed and the business purpose justification given. Travelers will not be reimbursed for first class flights. If the reimbursement request includes telephone calls, the request must include a statement that all calls were for business purposes; calls to family members or non-business purposes are not eligible for reimbursement. Video charges are not reimbursable. In the event a business trip is combined with a personal trip, only the portion related to business will be reimbursed.
Rental cars must still be rented through AVIS. The contract number is A113400. The traveler may pay with cash or a personal credit card (get receipt for reimbursement) or AVIS can contact Mary Simpson at 265-8012 for payment with the department corporate card.
Meeting registration may be prepaid by the department if there is a minimum of 30 days notice. Contact Mary Simpson at 265-8012.
Reimbursement requests must be submitted within 45 days of the travel occurrence. Reimbursement takes three weeks when all paperwork is appropriately submitted. Any questions should be directed to Mary Simpson at 265-8012.
