Faculty Handbook & Constitution - Lee University

_________________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