To provide guidelines for the payment, by the university, of expenses for lodging and meals for official university travel.

Scope

General Statement

1. Official travel for the university may result in expenses in addition to transportation. Anticipated lodging and meal expenses must be authorized on the Travel Authorization form prior to the beginning date of travel.(See 05.177.)
2. Reimbursement is limited to personal costs incurred by the employee making the claim. Original receipts and/or written statements are required to be attached to the Travel Reimbursement form.
3. All documents substantiating travel shall be on file with the University Accounting Department.

Notes regarding travel by non-state employees:

Travel by non-state employees requires a Travel Authorization form.

However, non-state employees must abide by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees, unless otherwise indicated.

Employee Responsibility

An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

Penalties and Charges Resulting from Cancellations and or Changes

1. If the employee's travel has been approved in advance and the cancellation or change is made at the direction of (and for the convenience of) the department, any penalties and charges resulting from the cancellation of reservations shall be the department's obligation.
2. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee's obligation to pay the penalties and charges.
3. However, in the event of accidents, serious illness or death within the employee's immediate family, or other critical circumstances beyond the control of the employee, the department will pay the penalties and charges.