Travel Reimbursement Information
To obtain reimbursement from a University account for travel, an individual must submit a Travel Expense Form with appropriate receipts attached. In addition, University policy requires that individuals whose travel involved an overnight stay must request approval through an Authorization for Overnight Travel Form prior to the trip. NOTE: New for FY14 - Effective for trips on Monday, October 21 and later, all travelers must obtain advance approval for single-day travel, as well.
The steps to complete the Authorization for Official Overnight Travel are:
|1)||Enter the city where the trip begins. This will generally be "Portsmouth".|
|2)||Enter the date the form is being prepared.|
|3)||Enter the beginning and end dates to the trip.|
|4)||Enter the reason for the trip (conference, meeting, etc.)|
|5)||Enter the city and state where the event will be held.|
|6)||Enter the name and address of the hotel where the traveler will be staying.|
|7)||Enter all expenses that will be paid directly by the traveler and then reimbursed to him/her after the trip in the "Reimbursable to Traveler" section of this form. The University has established a standard meal per diem rate.|
Per board policy, $1 is added to the breakfast and lunch per diem rates and $3 to the dinner per diem rate for travel to certain high cost cities.
On the day an individual leaves on a trip, his/her departure time must occur prior to 6 a.m. to be eligible for breakfast per diem, prior to 11 a.m. to be eligible for lunch per diem, and prior to 4 p.m. to be eligible for dinner per diem.
On the day an individual returns home, he/she must have returned home after 9 a.m. to be eligible for breakfast per diem, after 2 p.m. to be eligible for lunch per diem, and after 7 p.m. to be eligible for dinner per diem.
If the traveler is using a personal vehicle for the trip, refer to the current per diem rates for mileage reimbursement. The mileage rate is readjusted each January.
Total section (7) and indicate whether an advance of 90% of this amount is desired just prior to leaving on the trip. NOTE: An exception ... if the traveler initially personally pays for airline tickets, this amount is NOT eligible for an advance and will not be reimbursed until after the trip has been taken and a Travel Expense Form has been processed.
|8)||Enter all expenses in the "Non-reimbursable to Traveler" section that will be paid directly by the University on behalf of the traveler. These payments will generally be made through a University Requisition/Purchase order or through a Pcard. Total this section.|
|9)||Check "yes" if this trip is being paid for using grant funds. Check "no" if it is not.|
|10)||List all University personnel traveling together on this trip.|
|11)||Check the method of transportation being used to arrive at the destination.|
|12)||Fill in the name of the traveler.|
|13)||If appropriate, fill in the title of the traveler's position at the University. This is not necessary for clubs and organizations.|
|14)||Enter the 14-digit account number to be charged with the expense of the trip. The object code will be "6210".|
|15)||The traveler signs the form.|
|16)||The individual with signature authority for this account signs the form. For clubs and organizations, this would be the advisor.|
|17)||This line is used if the signature of a vice president or president is required. Travel by club or organization members does not require a signature on this line.|
|18)||The form is forwarded to the Controller's office on the first floor of the administration building. Once it is signed, the top white copy will be returned to the traveler. After the trip, the traveler will complete a Travel Expense Form for all expenses reimbursable to them. A copy of the Authorization for Official Overnight Travel Form should be attached to the Travel Expense Form.|
If traveling before December 31, 2013
Click here for the Travel Expense Form (XLSX). Use this form for travel occurring on or before December 31, 2013. Please fill out the form electronically, if possible. Instructions are available below or via the following link, Travel Expense Form Instructions (PDF).
If traveling on or after January 1, 2014
Click Here for the Travel Expense Form 2 (XLSX). Use this form for travel occurring on or after January 1, 2014.
This form is prepared AFTER the trip has occurred.
Fill in the following information. A SAMPLE travel expense form is available, which coincides with the instructions below:
|1)||Enter the date the form is being prepared.|
|2)||List the T# if this is overnight travel.|
|3)||Name of the traveler.|
|4)||CARS ID number.|
|5)||If appropriate, fill in the traveler's position title at SSU.|
|6)||Enter the department, club or organization name.|
|7)||Enter the 14-digit account number to be charged with the expense of the trip. If more than one account number is listed, please note the amount or percentage of total reimbursement to charge to each account.|
|8)||Fill in the traveler's address. Frequently we have more than one indivudual in the database with the same name. The address will assist us in paying the correct individual if no CARS ID number is noted.|
|9)||List other University members traveling together in the same car.|
|10)||Enter each day of the trip and the expenses related to that day. Meal reimbursement is "per diem" and does not require receipts. Refer to the instructions for the Authorization for Official Overnight Travel for eligible meals and rates. The higher amount noted in the drop down box is only to be used for meals in high cost U.S. cities or international travel. Click here for a list of high cost U.S. cities. If a conference or meeting has meals included in the registration fee, per diem should not be entered in this section. It has already been paid on behalf of the traveler as part of the conference fee.|
|11)||Enter the total miles driven if a personal vehicle was used for any part of the trip.|
|12)||Enter the amount and description of miscellaneous expenses to be reimbursed to the traveler. NOTE: All items above $5.00 require receipt(s) to be elligible for reimbursement.|
|13)||Enter the reason for the trip.|
|14)||Enter the amount for any advance received for this trip.|
|15)||Enter the amount paid to the traveler. NOTE: If the advance exceeded actual expenses, this amount MUST be paid at the Bursar's Office and the receipt attached to the Travel Expense Form. The account number to be used for the deposit is the same one appearing on the Authorization for Official Overnight Travel Form.|
|16)||The traveler prints and signs the form.|
|17)||The individual with signature authority for the accounts noted on the form, signs the form. For clubs and organizations, this is the advisor.|
|18)||This line is used if the signature of a vice president or the president is required. This requirement generally does not exist for clubs or organizations.|
|19)||The form, with required original receipts attached, is forwarded to the Controller's office. Also attach the original of the Authorization for Overnight Travel Form, if the traveler was required to complete one.|