CERTIFICATION OF TRAVEL

Supervisory individuals must certify that the reimbursement request is necessary and proper and must require documentation from the traveler to substantiate that overnight lodging was accomplished. The responsibility of certifying the travel was necessary and accomplished still lies with the supervisors and they may wish to retain copies of certifications for future reference.

When the reimbursement for business expenses is to be paid to an individual who is also the disbursing authority for the account to which the expenses will be charged, a countersignature should be obtained from either (1) a person of higher authority or (2) the business manager or other person designated to review and approve expense transactions for the department, school, college, or division.

GRANT FUNDS

Employees traveling on grant funds must obtain the required approval and signature of their appropriate dean before submitting travel requests and requests for reimbursement for travel to the Office of Business and Finance, Purchasing Section.

DEANS AND DEPARTMENT HEADS

All deans and department heads must secure the signature approval from their immediate supervisor before submitting travel requests and requests for reimbursement for travel.

DUPLICATE REIMBURSEMENT

Under no circumstances may duplicate reimbursements be made to an employee for any portion of expenses paid or reimbursed from another source.

AVAILABLE FUNDS

All travel reimbursements are contingent upon the availability of funds in the proper budget subheads.

CANCELLATION OF TRAVEL AUTHORIZATION

All reimbursement requests shall be filed for approval and payment within 14 days after the travel period ends for which the reimbursement is being requested. After a 30 day period has ended and the reimbursement has not been filed, the approved travel authorization will automatically be canceled.

Revised 10/02