Finance/Treasurer's Office: Procurement - Travel
Policy - Domestic & Foreign Air Travel
DOMESTIC & FOREIGN AIR TRAVEL (continued)
Responsibilities:
The major responsibilities each party has in connection with College
Travel Policy are as follows:
You (The Traveler):
- Obtain approval from your department for a trip.
- Understand any departmental requirements, restrictions, or limits.
- Make sure that any grant requirements (if applicable) have been
met.
- Minimize travel costs.
- Report travel expenses by submitting a Travel Expense Voucher
in a timely manner after completion of your trip. In order to
expedite your reimbursement; please do NOT hold Travel Expense
Vouchers until the end of the fiscal or calendar year.
- Be responsible for the accuracy of all reported expenses.
Department:
- Inform all departmental employees of applicable travel-related
college policies.
- Inform travelers of any special departments, requirements, restrictions,
or limits.
- Approve all travel in advance.
- Be responsible for the proper approval of all travel authorizations.
- Review, approve, and submit ALL Travel Expense Vouchers in a
timely manner.
College:
- The Procurement Department will act as an advisor for travel-related
issues and information.
- The Procurement Department will reimburse the traveler once
the correctly completed and approved Travel Expense Voucher is
received.
- Ensure that authorized travelers, signers, and departments are
informed that they are liable for their actions.
Forms:
When you take a trip on college business you will need to use one
or all of the forms listed below. All of the forms are available
in the Treasurers Office. Your department might also keep a supply
on hand.
- Travel Leave Requisition: All college travelers must complete
a Travel Leave Requisition two weeks before engaging in college-approved
travel, with the exception of under graduate in-state supervision.
(form attached)
- Travel Expense Voucher: To report travel expenses after your
trip so you can be reimbursed. (form attached)
Cash Advance Request Form: When arrangements through the Procurement
Department have been exhausted in relation to vendors (i.e.; hotels,
airfare, etc.) accepting purchase orders and the traveler can demonstrate
the financial need to access college funds prior to travel, a Cash
Advance Request Form may be completed for review by the Treasurers
Office. Please be advised that each circumstance will be reviewed
on an individual basis and may require additional information.
Passports, Visas, and Inoculations:
In the event that travel abroad is required by the college, and
you do not have a passport, it is your responsibility to make arrangements
for forms/information for obtaining passports, visas, and any necessary
foreign travel inoculations. Your department MAY be able to assist
you with this. Allow 4-6 weeks if the passport is a first issue.
It is the intention of the Fitchburg State College Treasurer’s
Office that this Travel Guideline Document will serve to assist
you as you travel on behalf of the college.
Please feel free to address any further questions you may have
directly to the Treasurer’s Office staff.
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