policy Travel modified Thu Apr 09 2020 10:33:34 GMT-0400 (Eastern Daylight Time)
University of Louisville
This policy applies to University Employees (administrators, faculty, and staff).
- The University will reimburse reasonable travel and business expenses duly authorized and incurred for the conduct of University business by employees, students and other persons in the official service of the University according to this policy, which shall apply to all departments regardless of the source of funds, and in all affiliated and related organizations. Spouse travel and expenses shall be reimbursed, from discretionary funds, only when authorized by specific policy or approval of the appropriate Dean or Vice President. Dean or Vice President spouse travel shall be approved by the Office of the President or Provost. Reimbursement will not be made to Practice Groups or other entities.
- Persons incurring expenses on official business shall use the most economical and efficient means consistent with the best interest of the University and the purpose for which the expense is incurred. No duplicate claims or commuting expenses are allowed.
- Each administrator is responsible for ensuring that reimbursements from programs or to persons under his or her authority are reasonable and appropriate for the purpose and charged to a program appropriate to that purpose. An administrator may set lower reimbursement rates and require pre-travel authorization for persons or programs under his or her responsibility.
- Reimbursement claims shall be e-signed by the person seeking reimbursement, the immediate supervisor, and the person responsible for the program budget. If the immediate supervisor is not available to approve the travel expense report, the traveler should obtain approval from the next highest reporting level (i.e. the supervisor's supervisor). Individuals may not approve their own reimbursement or that of a colleague at the same reporting level, superior, spouse, relative, or household member. It is recommended that employees retain photocopies of expense reports and related receipts for their own records.
- Original receipts, showing the date of the service, are required to be scanned for airfare, lodging, car rental, and registration fee claims. If the original receipt is not available, complete the Certification of Non-original Receipt form when submitting. Any other items in excess of $30 must also be documented by dated receipts. LIST OF NON-ALLOWABLE TRAVEL EXPENSES.
- Traveler expense decisions shall be made in the best interest of the University. Side trips, vacations and extended stays with family and friends should not play a factor in making these decisions. Additional expenses for larger hotel rooms, premium vehicles, driving vs. flying to accommodate family and friends shall be deducted from the travel expense report prior to submission.
- In order to comply with Federal regulations, documentation of the necessity of the travel for the employee is required for any expenses that are charged to a Federal award (e.g. an NIH grant). Examples of documentation that may appropriately justify necessity include meeting agendas, abstracts, copies of posters and/or presentations, etc. Such documentation should be submitted along with other required travel backup documentation with the Travel Expense Report.
- The official workstation of employees assigned to an office is the building, room number, and campus.
- The official workstation shall be based solely on the best interest of the university, not an employee’s convenience.
Travel Expense Report
- This online form shall be used to claim all reimbursement for travel of employees and students.
- The travel expense report must be entered online. All original receipts shall be scanned and submitted with the report to the Controller’s Office.
- The expense report shall include the expense of only one (1) person except where an employee pays the expense for a person (non-employee) for whom the claimant is officially responsible. Reimbursement will be issued to the employee/student who has been assigned the airfare, hotel room, car rental, etc. Reimbursement of a shared receipt is the traveler’s responsibility. For reimbursement under this category, the University requires the following:
- definition of expenses, personal meals, business meals (per diem), and entertainment;
- original receipt for all expenses over $30;
- name of establishment, city, and state;
- name and title of attendees;
- exact amount and date of expense;
- specific business topic discussed; and
- specific time of business discussion (before, during, or after the event).
- Each travel expense report must show the claimant’s home address.
- If leave interrupts official travel, the travel expense report shall show the dates of leave.
- Mileage reimbursed for travel will be based on official mileage maps. The University will reimburse for all actual mileage incurred to travel for official business.
- Mileage-only claims for authorized travel within the claimant’s workstation shall be listed on separate lines on the expense report. Each trip, date, number of miles driven, and purposes shall be listed on separate lines. If separate lines on the travel expense report are not used, an attachment listing each of these items is acceptable (i.e. copy of an individual’s travel log).
- Upon subsequent review of a travel expense report, if it is determined that a traveler was overpaid due to an incorrect claim(s) on a travel expense report, the traveler may be required to repay the University for the amount paid in error.
Instructions to complete the travel expense report. For questions or additional information, contact the Controller’s Office.
VP for Finance and Chief Financial Officer
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
Service Complex, Louisville, KY 40292
Revision Date(s): August 28, 2019; August 2017; September 2015; December 08, 2014
The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.