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Controller's Office / Departmental Business Management Guide / Departmental Business Management Guide - Travel

Departmental Business Management Guide - Travel

Contents

 

Overview

The University Travel Office is responsible for the accurate and timely auditing and processing of University travel expenses incurred by authorized individuals. Close cooperation between University departments and the Travel Office is essential to ensure compliance with University policy and State travel laws.

 

University Guidelines

Travel expenses may include advances, lodging, meals and incidental, public transportation, and mileage paid by an authorized University traveler.

Authorized university travelers include both full-time and part-time University employees, University consultants/advisors, candidates for University executive or professional positions, and University students traveling for authorized athletic competition or as a representative of the Student Government Association. However, prospective University students, including those students conducting research related to class assignments, are not considered authorized University travelers.

All travel requires an approved Travel Authorization (T-Auth) entered in OMNI. The T-Auth must include the purpose of the trip, specific names of events to be attended, and a clear statement of how the trip will benefit the University.

(Policy OP-D-2-D – Travel)

For complete University guidelines regarding travel see the Reference Guide for Travelers and Travel Representatives.

 

Internal Controls

  • Ensure Travel Authorizations are pre-approved by the Departmental Travel Approver and the Project Manager (if applicable).
  • Ensure requests for travel reimbursements and related expenses are appropriate and include receipts and supporting documentation.
  • Ensure travel reimbursements are controlled in such a manner as to prevent duplicate payment.

 

Departmental Responsibilities

  • Ensuring employees responsible for travel are familiar with the appropriate University policies and procedures.
  • Ensuring staff originating travel either for themselves or for departmental employees have been trained in using the OMNI Travel and Expense module.
  • Encouraging employees to use the most economical means of travel available.
  • Ensuring travel requests serve a University purpose.
  • Ensuring travel advances are used for appropriate travel expenses and are submitted for pre-pay approval at least 5 days prior to trip start date.
  • Ensuring travel expense reports are submitted for approval within 10 business days of return of trip.
  • Ensuring valid Travel Card charges are put on expense reports within four business days of notification of charges in OMNI -My Wallet.
  • Notifying the Central Travel office immediately of any disputed Travel Card charges.
  • Comparing Travel Authorizations to the traveler’s budget balance to ensure the traveler is within his/her budget limits.
  • Ensuring travel advances, reimbursement and related expenses are submitted and approved through the Travel and Expense module in OMNI.

 

Resources

 

 

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