An exception to this rental car restriction will be made in situations where two or more travelers are involved or where several stops must be made, and the rental car is actually cheaper than other forms of commercial travel. The use of an employee's personal car will be permitted with the following reimbursement provisions. Where two or more travelers are involved only one reimbursement will be made to the owner or driver. When driving a personal auto on University business, the driver must have liability insurance. Entertainment expenses, including meals and refreshments for guests or business contacts, are non-reimbursable unless deemed necessary for the attainment of the purposes of the trip and approved in writing by the department authorized signer.
Most sponsors forbid charging entertainment costs to their projects under any circumstances.
Travel advance privileges are available to University employees, who have no overdue or delinquent advances. The travel voucher must be received at least two weeks prior to, but no more than four weeks prior to, the scheduled departure. A travel advance will not be issued more than ten working days before an employee's travel departure date. Within four weeks after the conclusion of a trip, the completed travel voucher is required to be submitted to Disbursements Processing at Skytop for settlement of actual travel business expenditures. If actual business expenditures exceed the advance, the traveler will be issued a check for the difference.