Non-state employees traveling on official state business whose expenses are paid by the University are subject to these policies and procedures, including statutory subsistence allowances, to the same extent as are University employees. Travel expenses for members of a non-employee’s family are not reimbursable by the University. No travel advances will be made to non-state employees.
9.09.02 Prospective Professional Employees
The appropriate Vice Chancellor may approve reimbursement of certain expenses of prospective professional employees visiting the University for interviews. These expenses are limited to transportation and subsistence expenses for 3 days (5 days if one is a Saturday) at the in-state rate. Prospective professional employees traveling to the university earlier than necessary and/or delaying their return to avail the State of reduced transportation rates may be reimbursed subsistence for additional travel days if the amount saved in transportation costs due to the early and/or delayed travel is greater than the additional subsistence. Excess lodging expenses may be approved in the same manner as for employees.
9.09.03 Students
1. General Guidelines
Students traveling on official University business, other than for athletic events or student organizations, whose expenses are paid or reimbursed from state appropriated funds are subject to these regulations, including statutory subsistence allowances, to the same extent as are University employees. Students traveling as representatives of student organizations or for the purpose of participating in athletic events must have expenses paid or reimbursed from funds supporting the particular organization or activity. The statutory limits may not be exceeded; however, actual expenses may be claimed if they are less than the allowable rates.
2. Group Travel - Advances
Eligibility -Funds may be advanced upon request for expenses to be incurred for University-sanctioned travel by student groups. Advances may only be issued to University employees; therefore, the advance must be requisitioned by the group sponsor or accountable officer on the form titled “Request for Advance for Travel and Other Expenses Incurred in the Discharge of Official Duty”.
Deadlines -The request must be submitted to the Controller’s Office at least two weeks prior to date of need to provide adequate time for check preparation. The advance may be issued no sooner than five (5) working days prior to travel.
Clearing Advances -All travel advances must be cleared no later than thirty (30) days after the travel period. The sponsor or accountable officer must clear the advance by submitting the form and repaying any unexpended balance. An outstanding travel advance must be cleared before a subsequent advance may be obtained. All travel advances must be repaid prior to June 30th of each fiscal year.
3. Group Travel – Reimbursement of Expenses
Request for Reimbursement -Immediately following the travel period a form should be submitted to the Controller’s Office. The standard subsistence allowances may not be exceeded; however, actual expenses may be claimed if they are less than allowable rates.
Required Documentation -The following documentation must be attached to the form:
• List of travelers
• Receipts for:
Lodging
Commercial transportation (including air, bus, rail, taxi, shuttle service and rental car fare)
Parking and storage fees and tolls
• Statement signed by each student indicating the amount of any meal money received (if funds were advanced to students for meals)
Other documentation may be requested by the Travel Auditor as a result of reviewing the request for reimbursement.
9.09.04 Attendants
Payment of travel and subsistence expenses (motel and meal costs) of attendants for handicapped employees while traveling on official state business may be reimbursed to the same extent as are state employees if advance approval is obtained from the appropriate Vice Chancellor.