Employee Travel Expense Reimbursement Policies
Staff Travel Policy
Travel expenses may be submitted for payment using the along with itemized (showing details of purchases) receipts. Reimbursements are processed by Accounts Payable via direct deposit. Bank deposits will be sent weekly. Direct Deposit forms are available online or you can request one from Accounts Payable.
When traveling on university business, staff may request a travel advance for estimated expenses. Requests should be submitted on a Request for Payment Form-Form 19. This request requires two signatures–yours and your supervisor’s. All travel advances should be submitted to the Accounts Receivable Department. You will be given a Travel and Business Expense Form to complete and return when your trip is finished. When your approved expense form is turned in to Accounts Payable, with your itemized (showing details of purchases) receipts attached, your office budget will be charged for the actual expenses and any moneys owed to you will be reimbursed. Travel advances need to be cleared within five days of your return.
Remember to keep copies of your expense reimbursement requests.
Please note that the Internal Revenue Service requires that you provide information on the amount, time and place, attendees, and business purpose of requests for reimbursement for travel or entertainment.
Itemized (showing details of purchases) receipts with documentation regarding purpose and attendees are required. Without proper documentation, the IRS can deem the reimbursements to be taxable income to the payee.
The general policy of the University is to not reimburse an employee for personal entertainment and alcoholic beverages while traveling on University business. Per diems are not paid. Certain expenses are reimbursable for the entertainment of special guests of the University. Your supervisor will make the determination if entertainment of guests is allowable, but the business purpose and attendees must be documented.<
Faculty Travel 2019-2020: Guidelines and Budgeting
The guidelines for all faculty seeking financial support for travel to professional meetings between July 1, 2019 - June 30, 2020, will be the same this year as last. Requests were due October 14, 2019.
The annual maximum for all such support depends upon your position, so consider carefully which meeting(s) you can attend. Please note that the amounts are absolute limits. Fiscal limitations mean that if some people were to draw more than their allotment for their travels, others might have to do without travel altogether. The amounts per year are as follows:
|Tenure line and LTNTT faculty||$2,000|
|Contingent faculty with a multi-year appointment||$1,500|
|Contingent faculty with a one-year appointment||$1,000|
Your rate of reimbursement will depend upon your role at the conference or professional meeting. Full reimbursement (up to the annual limit) will normally be made only when the faculty member reads a paper, serves as an official discussant at a session, or presides as a general officer. Faculty who attend but do not have an active role in the meeting will be eligible for a 50% reimbursement (up to the annual limit).
- Requests for financial support were due October 14, 2019. Requests after this date must be approved personally by Dean Papillon. The meeting should be that of a recognized organization in the faculty member's academic discipline and/or a conference of recognized standing.
- If an advance is necessary for non-refundable expenses, a request must be made in time for a check to be prepared according to regular procedures (normally at least two full weeks).
- Within ten days of the faculty member's return from the meeting, a full financial accounting must be made using the Faculty Travel & Business Expenses Form, including amounts spent for travel, lodging, registration fees, and the per diem amount for meals and incidentals. This form and scanned copies of receipts should be emailed to Kristen R. Kleinfeld, Assistant for Finance and Administration, at email@example.com. A travel expense report form must be completed separately for each professional meeting. If your hotel or conference provides a meal, you should deduct that meal allowance from your per diem. If you have room service or restaurant charges on your hotel bill, you should also deduct these charges from your per diem.
- In planning a trip to a professional meeting, a faculty member should take advantage, insofar as is possible, of special/discount air rates (and should travel coach class). If several faculty members plan to attend the same meeting they should, as far as is practical, share transportation and accommodations where this will affect significant economies. Please request that any invoice or receipt be sent directly to you and then submit it with your other receipts for reimbursement.
- Driving expenses when a private car is used for business purposes will be reimbursed at the rate of $0.545 per mile.
- When a University car or minivan is used, the charge will be $0.56 per mile or $0.60 per mile for larger vans (11 passengers). Since the use of a University vehicle is charged to Faculty Travel, this amount should be shown as an advance in your financial accounting. Arrangements for using a University vehicle can be made through Facilities Management.
- Sewanee Door-to-Door is a private transportation business which may be used for trips to/from airports.
- Please keep in mind that the Dean of the College will not normally reimburse travel expenses that exceed the amount established by budgets or by stated policy for the year or individual trips.