All travel requests must be submitted with the following attachments to the

Provost 48 hours in advance:

1. Application for Advance of money for the Purpose of Travel.
2. Short Leave Form
3. Requisition(s) if applicable.
4. Brochure, invitation, or letter of justification.

Requests for advance of funds for travel on official University business must be approved by the appropriate budget executive and submitted to the office of the Vice President for Business Affairs and Treasurer at least 48 hours prior to the day the funds are needed. All faculty traveling on official University business are automatically covered by travel insurance.

The University owns only a limited number of vans, automobiles, station wagons and buses. Whenever it is more convenient to travel by automobile, faculty members are encouraged to use their private vehicles, particularly where the distance is 200 miles or less. When two or more persons are attending the same conference, they should travel together by automobile. The University will reimburse them at the rate established per mile, plus toll charges, but not in an aggregate amount that would exceed coach-rate airplane fare plus limousine service.

The purchasing of tickets for travel using public conveyances is processed through the Purchasing Office. All faculty must forward an approved requisition to the Purchasing Office prior to committing the University for travel tickets. Individuals who travel should have an Advance for Travel Form approved for funds to pay for hotel accommodations and meals when such services are not paid by purchase order. Requisitions must include the time and date of departure, the time and date of return, the destination, and the name of the individual traveling.

Departments wishing to invite consultants, lecturers, and prospective employees to the University must use the following procedure:

1. Prepare a requisition for the travel ticket.

2. Prepare a requisition for hotel lodging only.

This procedure must be followed whether using University or external funds.

Funds advanced for travel may be used to cover taxi and limousine service, bus fare, mileage, tolls, meals, lodging, registration and gratuities. Travel funds are not to be used for entertainment, libations or personal expenses. Limousine service should be used for travel to and from airports. The cost of meals shall not exceed the established rate excluding gratuities. Receipts supporting the expenditure of the meal allowance must be submitted to the Business Office. The time of departure from and return to the home base should be noted on both the application for advance of funds and the travel expense voucher. The purpose for which gratuities were expended must be itemized on the travel expense voucher. Information on current rates of travel is available in the office of the Vice President for Business Affairs and Treasurer.

The cost of lodging shall be allowed at the single-room rate for commercial establishments. Lodging in non-commercial facilities will be allowed at the minimal rate listed in the complete travel policy.

Expenses for car rental will not be allowed unless approved by the Vice President for Business Affairs and Treasurer prior to travel. In cases of emergency, car rental expenses must be justified in writing and submitted with the travel report.

The purchase of materials or supplies with travel funds will not be allowed unless approved by the Vice President for Business Affairs and Treasurer. Individuals are urged to justify such needs prior to travel.

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