Travel Policies and Procedures
The office of Travel Services & Procurement Cards is responsible for the content, maintenance and interpretation of the travel policies. The travel policies outline the parameters by which travel decisions should be made. The Travel Procedure Manual provides additional procedural information with regard to completing Travel Reimbursement and Travel Advance forms.
Reimbursement of travel and entertainment (T&E) expenses must comply with IRS rules and regulations including intermediate sanctions. Non-compliance may subject the University and the individual to significant financial risks including tax assessments, penalties, and interest.
The IRS requires an employer to establish and consistently administer an “accountable plan.” Under an accountable plan, individuals can be reimbursed for expenses incurred, without negative tax consequences, when the following conditions are satisfied:
- Advances and/or reimbursements are made for business expenses only
- Advances and reimbursements are made within a reasonable period of time before or after the expenses have been incurred
- Documentation, including original receipts, is obtained prior to reimbursement and retained for potential IRS review substantiating the reimbursed amounts and reasonableness thereof
- the timing of the reimbursement and the incurrence of the expense
- the business purpose of the expenses
- the timely return of any advances in excess of incurred reimbursable expense
Note: The University, as a charitable organization, has a fiduciary responsibility to ensure its resources are used prudently and that individuals do not incur inappropriate or excessive expenses, or gain financially.
