Following are the University's general expense reimbursement policies:
Each individual should be reimbursed for necessary and reasonable authorized expenses incurred in connection with the performance of approved University business. Individuals should not gain personal funds as a result of official assignments.
Travel assignments should be planned and conducted so that costs will not exceed applicable budgetary limitations. Expenses should be kept to a reasonable level. Individuals should not make commitments to travel or to incur other expenses without first assuring that the proposed expenses are authorized.
Schools or other units may establish more specific, detailed or restrictive policies or procedures. Policies established by individual units may not, however, be less detailed or restrictive than those set forth in this document. Individuals should ensure that they are aware of any particular requirements that may apply. When there are extenuating circumstances which merit a departure from these guidelines, approval should be obtained in writing by the traveler's Executive Director, Dean, Vice Chancellor, Provost, or designee.
Travel assignments should be planned and conducted so that all University and external regulations are met. The specific policies and procedures outlined in this manual represent the minimum necessary to ensure compliance with legal and contractual requirements. The terms of sponsored projects should be referenced by anyone whose travel will be charged against restricted fund sources.
Unless approved otherwise by the sponsoring agency, travel paid from Government grants and contracts should directly benefit the particular grant or contract charged. If benefit is not evident from traveler's description of the purpose of trip, traveler should attach additional explanation.
General questions about travel policies and procedures should be directed to the unit's administrative staff. Extenuating circumstances may require review at the Executive Director, Dean, Vice Chancellor or Provost level.