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Home :: Policies :: Travel Reimbursement

Travel Reimbursement

Responsible Department
Effective Date
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    The purpose of this policy is to clearly state the primary rules and regulations covering travel reimbursement.

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    1. Cash advances are restricted to employees for travel purposes only. Cash advances will not be available until 3 days before date of trip. The employee is responsible for any lost or stolen cash advances. The employee must return all cash advance documentation and any leftover monies within 10 days of return to campus.

    2. The traveler is responsible for submitting all forms related to his/her travel with supervisor signatures to a Travel Specialist within 45 days of the date the University business travel has been concluded. Travelers may delegate responsibility for preparation of forms but will retain accountability for travel expenses. Travel reimbursement requests submitted after the 45-day deadline must have the approval of the appropriate vice president.

    3. If a travel form is submitted 60 days or more after the travel, any reimbursement must be paid through the payroll system and is subject to withholding tax per IRS regulations.
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    Support Info

    1. Detailed State travel policies and procedures can be found at the State Accounting Office web-site:

    2. This policy supersedes NGCSU Policies 706.0 & 706.1, which were in effect from October 1, 2012 through consolidation.
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    Any operating procedures developed must comply with and reference this policy.

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