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 |
