Business Office

Travel

The Travel Expense Form can be downloaded from the Accounts Payable website and contains the most up-to-date mileage rates. To download this Excel form, make sure you are using Netscape, click on TRAVEL FORM link. This will give you the option to download (save) the Excel file to your computer where you can fill it in and the calculations for your expenses will be done for you. The Excel document contains two tabs at the bottom. The first one is Travel Form and is for filing conference travel. The second one is the Personal Auto Supplement Form and is used for multiple trips during a semester. When using the Personal Auto Supplement Form you must include the Travel Form too. After filling it, in you can print and submit it, along with all your original receipts, to Business Services. Allow a minimum of 2 weeks for receipt of your reimbursement.

Additional information concerning travel is available in the Purchasing and Payments Handbook. Scroll down the Table of Contents and choose a topic under Travel Polices and Procedures for the specific information you need.

Conference Travel

Before traveling, each faculty or staff member must obtain approval to use travel funds from the chair/coordinator or supervisor. The authorization is only an estimate of the expenses you anticipate you will spend on the trip. For your convenience, authorization forms may be picked up in Business Services.

There are some travel expenses that can be paid for you by the University before you travel if an authorization* is on file in Business Services.

• Conference Fees
• Airline tickets (when using authorized travel agents)

After you return from your trip you will need to submit a Travel Expense Report to Business Services. Reimbursement requests cannot be processed without original receipts.

*There are different browsers, Netscape and Internet Explorer. This form reacts differently when accessed. Netscape is the preferred if you want to fill in the form and print it.

Netscape - click on link, a window pops up asking if you want to open the form or save to disk. You can open the form, fill in the information, and print the form for your supervisor or chair to sign. When you close the form the information you entered will not be saved. If you wish to save this form to your computer, chose File, Save As, and then navigate to the location you with to save this form and give it a name.

Internet Explorer - click on link, a window pops up asking for a Network Password - click on cancel, you can view the form. You can't enter information or print the form.

Intercampus Travel

When traveling between the campuses, fill out the Personal Auto Supplement Form and the Travel Form for a complete Travel Expense Report. You can fill in multiple trips on this form and the calculations are carried back to the Travel Form. Print both pages and submit to Business Services.

If you are traveling from your home to another campus before coming to Middletown Campus, you will be reimbursed for the mileage in excess of your normal round trip from home to work and return.

Example: