Travel & Meal Expense Reimbursements

The university will reimburse faculty and staff for business meals, food for events, and travel expenses on the basis of a properly prepared request for reimbursement.  Travelers should submit an expense report through Stratus Financials to request reimbursement for these types of expenses.

When to File A Travel Expense Voucher

Travelers who received a travel advance from Business Travel Services must submit a Travel Expense Voucher within five business days of their trip date. Otherwise, the traveler should file as soon as possible to ensure prompt reimbursement.

How to Complete A Travel Expense Voucher

Basic instructions include:  itemize expenses daily, stay within published meal rates, be accurate when reporting trip start and end times as this determines meal eligibility, and include notations when clarity is needed to allow for faster review process. Take care to complete the request accurately to ensure reimbursement can be distributed to you on a timely basis. For more information, please refer to Stratus Travel Resources page.

Quick Reference of Miscellaneous Expenses

Type of Expense Allowed?
Airline or hotel cancellation fees  No
Alcoholic beverages  No
Collision damage waiver/employee traveler  No
Collision damage waiver/non-employee traveler  Yes
Check cashing or traveler's checks No
Excess baggage - university equipment & supplies  Yes
Exchange rate fees  Yes
Flight insurance No
Foreign car rental Yes
Gratuities - $1.00 per bag and $1.00 per day for housekeeping Yes
Ground transportation - taxi, buses, etc. Yes
Laundry - after first week Yes
Mileage driving to/from local airports Yes
Parking Yes
Passport/Visa for official travel Yes
Personal Accident Insurance (PAI) No
Personal Effects Insurance (PEI) No
Registration fees - conference related Yes
Registration fees - airline related (under $30/trip)  Yes
Telecommunication - business related  Yes
Toll charges  Yes
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