Penn State University Libraries - Guideline UL-TRG05 Employee Travel Reimbursement Form

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Guideline UL-TRG05 EMPLOYEE TRAVEL REIMBURSEMENT FORM

1. In order to be reimbursed, an official Employee Travel Reimbursement Form (staff only) available as "Fill ‘n Print" must be completed fully and handed in to the Finance Office within 30 days of the completion of a trip.  [Note: For administrative travel and professional travel for staff who do not receive an allocation, the form must be sent to the applicable administrative office prior to sending to the Business Office.  However, the reimbursement request still needs to be received by the Business Office within 30 days.]
   
   
2. Employee Travel Reimbursement forms are required if any travel costs are charged to Penn State, including direct-billed expenses such as airfare.
   
   
3. All receipts MUST be taped on all four sides to an 8 ½ x 11 inch sheet (required for scanning).  Required receipts include: 
   • Original Passenger Receipt (if traveling by common carrier, i.e., air, rail, or bus)
   • Original Car Rental Receipt showing zero balance due
   • Original Lodging Receipt showing zero balance due (room and associated taxes only to be included as cost of lodging)
   • Original Registration Receipt that was paid by traveler
     
     
4. Meals (use the Penn State Travel Rates Settlement Calculator and attach it to the "Employee Travel Reimbursement Form").
   • Meals included in the cost of registration are not reimbursable and meals on partial days of travel are prorated.  For both situations, the prorated percentages are: 20% for breakfast, 30% for lunch, and 50% for dinner.
   • Meals eaten may be reimbursed for actual amounts spent (including tips) up to a daily maximum.  (Refer to the Penn State Travel Rates "Settlement Calculator" for current rates.)
   • If reimbursement is being requested for a one-day trip, a One-Day Travel – Meal Reimbursement Report must be completed/signed and attached.
   • Receipts for meals are not required.
     
     
5. The individual traveler will forward the completed/signed "Employee Travel Reimbursement Form" with all the required receipts attached to:
   • Dean's Administrative Travel – Dean's Assistant
   • University Park Libraries Administrative Travel – Appropriate Assistant/Associate Deans' Staff Assistant
   • Commonwealth Campus Libraries Administrative Travel – CCL Staff Assistant
   • Professional Travel for staff who do not receive an allocation – Appropriate Assistant/Associate Deans' Staff Assistant
   • Commonwealth Campus Libraries Professional Travel – Business Office
   • University Park Libraries Professional Travel – Business Office
   • Travel paid from Endowed Position Accounts (Huck Chair, Sieg Chair, Paterno Librarian, Benzak Business Librarian, Foster Communications Librarian), F Warings' America, and the PA Centre for the Book Account – Business Office

CROSS REFERENCES:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel
UL-TR02 – Commonwealth Campus Libraries Travel

Guideline UL-TRG01 – Requests for Travel
Guideline UL TRG02 – Making Travel Arrangements
Guideline UL-TRG03 – Cash Advances
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG06 – Responsibilities of Libraries Travel Coordinator
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form:  Travel Request Form
Form:  Employee Travel Reimbursement Form (staff only)

Effective Date: July 2003
Date Approved: July 2003 (Dean)

Revision History (and effective dates):

• November 2009 - Revised; Editorial
• August 2007 - Revised; Editorial, additional information regarding completion of Travel Support Form, Information regarding "Settlement Calculator," Information regarding who should receive completed forms
• July 2003 - Revised
• July 29, 1997 - New guideline

Last Review Date:  November 2009