If a personal credit card is used, an expense voucher should be completed, approved by your next level supervisor and forwarded to the Accounts Payable office within 10 business days of the traveler’s return.
If a procard is used, a travel expense vouchers is not needed since expenses incurred are directly billed to the University. However, receipts should be retained and reconciled with SmartData.
Receipts for all expenses incurred are preferable and are required for all expenses $75.00 or more. All receipts should have proof of payment. Care should be taken to retain and submit all necessary receipts. However, if a mandatory receipt is missing, an explanatory memo prepared by the traveler must be provided and approved by their next level supervisor. This memo is intended to be an exception not standard practice.
Incomplete or inaccurate expense vouchers will be returned to the employee for correction.
There are certain expenses which the University believes are not necessary in the performance of the University’s requirements; and, therefore, in most cases, are not reimbursable. A partial listing of some of these non-reimbursable items is as follows:
• Dues on airline clubs;
• Tolls and parking in the course of a normal home-to-work, work-to-home routine;
• Fines for traffic violations;
• Damages to an employee’s personal vehicle while on company business;
• Loss of personal property – clothes, jewelry, etc.;
• Loss of university- paid airline tickets, or personal funds;
• Insurance of personal property or flight insurance;
• Purchase of clothing;
• Personal grooming items;
• Reimbursement on personal reward points;
• Reimbursement for membership fees covering personal credit cards
• Medical expenses;
• Laundry (except for extended trips);
• Florist expenses;
• Periodicals, books, except those required for company business;
• Health club or recreational events;
• Cost of travelers’ checks on domestic travel.