Campus Organizations Accounting Office

Travel

WARNING: The Government of Student Body only funds commercial modes of travel. Rental cars will not be allowed - must only use university vehicles, airline travel and/or bus travel.

Students wishing to reserve a university vehicle must complete the form Student Organization Travel Authorization Form found on the Risk Management website. The Student Oranization Travel Authorization form must be turned in the Office of Risk Management at 3618 ASB (Administrative Services Building). The driver must complete the Student Driver Motor Vehicle Record Check form and turn it into the Department of Public Safety in 55 Armory or fax to 294-0383.

General Travel Guidelines

• Use of privately owned vehicles may be reimbursed at a rate of up to $0.285 per mile.
• Parking and toll charges need a receipt.
• Automobile rentals require a receipt. (Non-Government of Student Body funds.)
• Organizations are encouraged to pay the vendors directly rather than reimbursing individuals.
• Reimbursements to individuals for meals do require receipts and each meal must be listed on the voucher. Receipts and a list of individuals covered are required if one person pays for the meals of a group.
• All lodging reimbursements require a receipt. A list of all persons included in the lodging bill must also be attached to the voucher.
• Documentation of all conference registration fees must be provided. A copy of the program or other literature in which the fee is stated will be acceptable. If provided with either a receipt or a credit card statement for proof of payment.
• First class airfare is not permitted unless there is a documented cause.

All expenses require an original itemized receipt. Credit card slips and statements are only used for the purpose of proof of payment.