University Policy

Before traveling, you should familiarize yourself with the University travel policy. This policy is available from the Controller's Office web site: University of Louisville travel policy

Additional Departmental Policies

Important departmental policies to remember:

• Please submit a copy of your registration fees with both in-state and out-of-state travel vouchers. The business office will need this information before it can sign off for reimbursement.
• Please submit a copy of your flight information with your travel voucher when using out-of-state travel. The business office will need this information before it can sign off for reimbursement.
• Please make flight flight reservations at least six weeks before departure in order to get the best rate.
• Reimbursement claims must be signed by the person seeking reimbursement, the immediate supervisor, and the unit business manager.
• Original receipts are required for airfare, lodging, car rental, and registration fee claims, showing the date of service. Any item in excess of $30.00 must also be documented.
• Travel vouchers must be submitted within 30 days of the return trip. On the travel voucher, you must state the purpose of each trip.
• Insurance to cover collision or comprehensive damage-waiver deductible on rental vehicles is not reimbursable. When renting a vehicle, please make sure that the University of Louisville is listed as the lessee.
• When a meal is provided, a meal allowance is not paid.
• Only one call home per day no greater than ten minutes may be claimed.
• In order to complete a travel voucher, you must have a vendor number. If you do not have a vendor number, one must be created for you. Please keep this number on file for future use.