GENERAL

The monthly expense report is for expenses relating to out-of-town travel, as well as expenses incurred locally. The report should be used for explanation and additional details to support your reimbursements. This report should be prepared correctly, and all required information must be provided. Expense reports must be submitted on a monthly basis. All receipts should be attached to a blank sheet of paper in the order listed on the expense report.

Expense Report

• Complete Expense Report, as per KSU Travel Policy, no later than 30 business days following the event.
• COMPLETE BUDGET TO BE CHARGED. Please include appropriate cost center and budget code for the charges.
• Attach the original copy of your Travel Request and reservation form.
• Attach copy of plane fare ticket stubs, hotel bills and other documentation, if applicable.
• Submit report to appropriate manager and/or Vice President for approval.
• Make a copy for your file (reference copy).
• Forward Expense Report to the Accounts Payable Department within the 30 business day time limit.

TRAVEL CANCELLATION

As soon as it has been determined that a trip has been cancelled or postponed, a memorandum must be sent to the appropriate Vice President and/or Chief Financial Officer. If a ticket has been issued, the ticket should accompany the memorandum.

TRAVEL POLICY WAIVER

Any exceptions to this policy should be approved by the Executive Vice President and/or her/his assigned.

RECOMMENDATION: To Approve the Campus Travel Policy