to be reimbursed for expenses. All trip requests and expense reports must be approved by the appropriate supervisor, either the Provost or the appropriate divisional Vice President. Trip requests should be received well before the anticipated travel date and should include a detailed description of the purpose of the trip and itinerary. Trip requests that include a request for an advance to the employee must be received in good form by Accounts Payable at least seven business days prior to the event. The supervisory Provost or divisional Vice President performs the following duties: • Verify that all travel is in accordance with College policies and regulations. • Verify that all expenses related to the trip have been included. • Verify that sufficient budgetary funds are available in the department being charged. • Check for Traveler’s signature and, if missing, return it to Traveler. • Check to ensure that Trip Requests include a detailed description of the purpose of the trip, the trip itinerary, and conference syllabus and agenda. • Check to see that payment is attached as required. Contact Traveler on any issues with payment and resolve. • Review accuracy of calculations, mileage rate, and account number assignment. • Assure that all required receipts and support documentation are attached. • Detach payment and submit to Accounts Receivable. • Attach copy of CRV and reimbursement check to report. • Attach any pre-approvals for purchases outside of established purchasing procedures. Signatures (including electronic signatures) and initials of submitters, reviewers, and approvers on Trip Requests and Expense Reports signify the approval and verification of the accuracy and legitimacy of the documents. Documents that contain deficiencies as determined by the Accounts Payable Department may be returned to the Provost or the appropriate divisional Vice President for correction. Expense Reports for reimbursement of expenses must be timely submitted after the completion of the trip or, for non-travel related expenses, after the expense was incurred. The College reserves the right to deny reimbursement of expenses submitted more than thirty (30) days after the completion of the trip or after the expense was incurred for non-travel related expenditures . Advances Travel advances must be requested at the time that the appropriate Trip Request form is submitted. Advances may be approved for all estimated travel expenses except meals. Reimbursement for travel expenses related to meals must be requested when submitting the Expense Report at the conclusion of the trip.
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