Faculty Handbook & Constitution - Lee University

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_________________LEE UNIVERSITY FACULTY HANDBOOK & CONSTITUTION_________________Travel Policy and GuidelinesThis policy is intended to provide all employees. The guidelines herein are toencourage sound judgment in the manner and extent to which institutional funds are usedfor travel. University-related travel should be exercised with integrity and is defined asreasonable food, beverage, transportation, lodging and other related travel expensesrequired while conducting Lee University business. Whether an employee obtains fundsvia a travel advance or a reimbursement, this policy applies to ALL employees.Reimbursed expenses incurred and not approved will be included in the employee’sgross income as fringe benefits. The university reserves the right to withholdreimbursement for any expenditure that is deemed too frequent or unacceptable businessexpenditure. The policies and procedures described are to allow reasonable flexibility anddo not cover every possible situation. Items of an unusual nature should be explained onthe corresponding Travel Expense Form. Exceptions to this policy must be approved bythe Vice President for Business and Finance or the President.Travel AdvanceA cash advance is an authorized pre-payment of funds from Lee University, directly toan individual or third party in support of anticipated travel expenses for universitybusiness.A travel advance to or on behalf of an individual not related with Lee University will onlybe issued upon written pre-approval of the appropriate Vice President. An employee maychoose to sign for an advance on behalf of a student or non-employee. In so doing, theemployee is fully responsible for the entire amount of the advance and is subject tocollection procedures if left unpaid. Cash advances cannot be used to pay for anyservices performed by individuals. Payments to individuals must follow standard universityContract Labor procedures.Travel advances are considered a loan. All requests for travel advance must bereceived in Accounts Payable no later than ten (10) days prior to the travel date.An employee receiving an advance must submit adequate documentation supportingthe use of the advance via a Travel Expense Form and return any unused portion of theadvance to the Head Cashier no later than thirty (30) days following the completion of thetravel for which the advance was made. A Travel Expense Form can be obtained from theAccounting Services website.Any advances not cleared within ninety (90) days of the completion of the travel will beconsidered taxable income and the taxes for this income will be deducted from theemployee’s next paycheck. NOTICE: Cash advances will not be issued to individuals whohave prior outstanding advances with the university.ReimbursementA Travel Expense Form for reimbursement of university-related expenses is to beapproved by the department chair/director at a minimum or next higher level of authority.The authorizing individual is accountable for ensuring compliance with all university travelpolicies. The Travel Expense Form presents all costs incurred and is to be accompanied6 - 24 Benefits of Faculty Service
_________________LEE UNIVERSITY FACULTY HANDBOOK & CONSTITUTION_________________by original receipts where required. When receipts are missing, it is up to the individual toattach an explanation and to obtain duplicates before the request for reimbursement issubmitted. All Travel Expense Forms are reviewed by Accounts Payable to determinecompliance with policies concerning reimbursable travel expenses before areimbursement will be processed.ProcedureWithin thirty (30) days of completion of university-related travel, the employee (oremployee on behalf of a non-university individual) will do the following:1. Print and complete a Travel Expense Form.a. Any expenses which have been charged by a personal credit card oradvance money used should be reported in the appropriate section.(i.e. airline tickets, registration fees, lodging, etc.) Reimbursementcannot be claimed for any expenses charged to an Institution creditcard, as these expenses are paid directly by the University.b. Expenses should be reported under the day incurred and in theappropriate line item, (i.e. breakfast, lunch, dinner, taxis, tolls, etc.)c. Attach the original receipts to the Travel Expense Form in order ofdocumentation.2. If you received an advance and money is owed to the university, deposit theappropriate amount directly to the Head Cashier. Along with the deposit anddeposit slip, attach the Travel Expense Form and receipts.3. If the expenses incurred exceed the travel advance amount, a voucher must beentered into Datatel for reimbursement. It must be approved by the departmentchair/director or next level of authority.4. Forward the completed voucher along with the Travel Expense Form, allsupporting documentation, and receipts to Accounts Payable.Registration FeesAn employee who is to attend a conference/seminar will send a completed voucher toAccounts Payable. Registration materials and documentation indicating what theregistration fee includes should be attached to the voucher. The payment will be issuedand mailed directly to the payee along with the registration forms.LodgingLee University will pay actual room costs only as supported by the hotel bill for eachday that lodging away from home is required for business reasons. When traveling,employees are expected to use good quality, but reasonably priced accommodationswhenever practical. The original hotel bill should be paid in full and attached to the TravelExpense Form for reimbursement or as documentation for a travel advance.It is the employee's responsibility to cancel reservations in the time required by thehotel. The person canceling the hotel reservation should note the cancellation number andthe name of the person accepting the cancellation call. Room costs due to failure tocancel will be deducted from subsequent reimbursement.6 - 25 Benefits of Faculty Service
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Faculty Handbook & Constitution - Lee University

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