including those under $10 without a receipt, must include the amount, date, place, and business purpose.

Payments made for travel expenses that are not sufficiently substantiated will be added as a taxable benefit to the employee in the next available payroll cycle.

Responsible position(s):

• Traveler
• Accounts Payable Travel

Required documents and access:

• Banner
• Travel Voucher

Frequency and timing:

• Daily, as needed

Steps:

• The traveler concludes their trip and submits Travel Voucher (TV) form (PDF fill in) within 30 days of travel with documentation attached to support the travel expenses to be reimbursed. Supporting receipts must detail the amount, date, place, essential characteristics of the expense.
• DocuSign routes the TV for approvals. Approvers must be manually entered by the traveler on the form – Department Head, Vice President, Business Office, Grants (if required).

• Accounts Payable Travel will:

• oTransportation that was not prepaid – airfare, rental car, gas for rental car or

University vehicle, personal vehicle miles with map

• oLodging that was not prepaid with $0 balance detailed folio
• oRegistration fees that were not prepaid
• oPer diem
• oOther expenses with detailed receipts
• oComplete a Check Request form
• oScan form and attach all receipts, TV/TA, GTV/GTA
• oRoute for approval to grants/compliance or budget
• oSend approved document to traveler FYI and AP for payment
• oPrint out the approved documents.
• oSave electronically to SharePoint
• oFile paper forms in the office by TA/GTA number, TV/GTV
• G/TA ####-FY, G/TV ####-FY
• oManually log documents in excel workbook