Chapter 2. Accounting Services
Section 2.7. Accounts Payable
Individuals traveling on University business, or whose moves are University related, may be reimbursed for necessary and reasonable expenses incurred. For those employees who do not have an American Express Corporate Card, a cash advance may be requested by submitting a Request for Advance of Funds form to Accounts Payable prior to traveling. A Travel Expense Voucher with original receipts must be sent to Accounting Services to request reimbursement of incurred travel expenses. Refer to Accounting Services Web site found at <http:// www.sas.it.mtu.edu/acct/dept/travel/index.htm> for the travel and moving policy in its entirety.
Employees who falsify travel expense reports are subject to discipline, up to and including discharge. Reimbursement should be sought and authorized only for expenses that conform to University policy, are reasonable and customary, and are not personal in nature.
Individuals traveling on behalf of the University should obtain the approval of the department chair/director, at a minimum, or the next higher level of authority prior to traveling.
The financial manager ensures that there is a sufficient balance available in the index to fund the trip.
Persons on sabbatical leaves are specifically excluded from receiving reimbursement as they are not considered to be assigned by the University to their place of sabbatical. Persons traveling to attend University related meetings and conferences while on sabbatical, will be reimbursed for any travel expenses. Generally, travel expenses for a spouse are not reimbursable as a business expense.
Travelers who are assigned by the University to a different location for an extended period of time may be reimbursed for expenses provided the expenses are deductible under IRS revenue rulings 93-96 and 94-47. In general, the assignment must be temporary in nature and realistically expected to last (and does, in fact, last) one year or less.
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