**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 



                       UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  SUBMITTING CLAIMS FOR                    POLICY: VI.B.5x
        TRAVEL REIMBURSEMENT

                                                                   
SUBMITTING CLAIMS FOR TRAVEL REIMBURSEMENT

Submit all claims for individual reimbursement typed on a travel
expense reimbursement voucher to the appropriate accounts payable
department.
          NOTE:  The original final copy of the airline ticket MUST
          be included if requesting authorized reimbursement for
          cost of airline ticket.  (The TAN system must be used
          unless authorized by department head on Air Travel
          Exception Form.  See Procedure 6-28A.)

Forms will be returned for any errors, including math errors.
Process travel vouchers within 30 days after completing the trip,
or for continuous travel, within 30 days after the last day of
travel.  Travel vouchers more than 90 days old also require a
reason for the delay.

Checks for travel reimbursements must be direct deposited or mailed
to home addresses.  Exceptions to this must be requested in writing
by the traveler to the Manager of Accounts Payable prior to
submission of the travel reimbursement request. 

See also Procedure 6-25, "Preparation
of Reimbursement for Travel
Expenses."

See also Policy VI.A.1, "Disbursements: 
General Requirements."     
                                                                   
EXPLANATIONS AND SUPPORTING DOCUMENTATION

Each travel reimbursement voucher must state the purpose or reason
for travel.


The times of departure/return should be stated to fully document
the trip.  Times are required for overtime status meals.


Each voucher must be complete and show all facts necessary to
support the claim.  No payment will be made for unspecified costs.

          NOTE: Fully explain all miscellaneous expenses in the
          description section of the travel voucher that are not
          covered under the M&IE reimbursement allowance.  Attach
          receipts for all expenses not covered under the M&IE per
          diem.


Explain any unusual item or exceptional circumstance, such as
overnight trips where no lodging was claimed.

Excessive claims will be questioned and limited to a reasonable
amount.

When submitting multiple vouchers for the same trip, attach copies
of previously submitted travel vouchers.

TEMPORARY CASH ADVANCES for travel are discouraged for employees
who travel more than twice a year.  Travel Charge cards are the
only means of obtaining travel advances.  See also Policy VI.B.10,
"American Express Travel Card."

ADVANCE PER DIEM FOR NONRESIDENT ALIEN VISITORS. Departments should
submit written requests to Accounts Payable detailing the circumstances.
Requests should be accompanied by a Combo form to generate
the payment. After the visit ends, submit a Travel Expense Reimbursement
voucher (Procedure 6-25) reflecting the advance, so it will
be liquidated. The voucher should be accompanied by a written certification
from the academic department, stating the nonresident alien
completed the assignment and was entitled to the full per diem.
Documentation of expenses, such as lodging, should accompany the voucher.
 
PER DIEM REIMBURSEMENTS.  Certain grant or contract sponsors may
give special approval for per diem reimbursement for expenses other
than those allowed under the M&IE per diem.  The following
conditions must be satisfied:

     The department must obtain prior approval from the University
     Comptroller,

     The per diem must be fully reimbursable from the grant or
     contract,

     The amount of the per diem is stated in the grant or contract.

     The department must:

          Process a travel voucher for each per diem reimbursement,

          Attach a copy of the Comptroller's approval to each
          reimbursement request,

          Enter the grant or contract number.


PETTY CASH reimbursements for travel are limited to $100 per
traveler per trip.  This expenditure must comply fully with all
requirements set forth herein.  Employees who travel on a regular
basis should obtain travel charge cards.

See also Procedure 4-1, "Preparation of
Petty Cash Voucher."

ISSUED BY:                                                08/20/95 

Associate Comptroller for
Accounting Operations         6.2.5.1