Purpose Defines the payment, by the university, of expenses for lodging and meals for official university travel. Scope Applies to all university departments and activities. General Statement . Official travel for the university may result in expenses in addition to transportation. Anticipated lodging and meal expenses must be authorized on the Travel Authorization form prior to the beginning date of travel.
Reimbursement is limited to personal costs incurred by the employee making the claim.
All documents substantiating travel shall be on file with the University Accounting Department. However, non-state employees must abide by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees, unless otherwise indicated. Employee Responsibility . An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard.