3 Steps for Faculty Traveling
 Approval and Reimbursement

Please follow these instructions for professional travel, for instance: Attending an off-campus meeting, Observing a student teacher, or Attending a conference, to guarantee a timely approval and reimbursement for expenses.   

STEP 1:    Faculty Travel Authorization Form: Complete as follows regardless of funding sources:

     SECTION 1:

£       Name, Department, Dates of Travel & Destination

If you are traveling outside of Massachusetts, you must complete & submit an Out of State Travel Form (see reverse side of Travel Authorization Form) .

TRAVEL OUTSIDE THE COMMONWEALTH FORM
1.  Type of travel requested
2.  Duration of the trip
3.  Mode of transportation
4.  Destination
5.  Name & Title of each traveler
6.  Justification (Re: explanation) of travel
7.   Approved reimbursement amount

£       Description/Explanation of Travel – Name of conference/event. Your role, if any.

     SECTION 2:

£       Course Coverage - If travel occurs during the academic week, please explain in detail arrangements for course coverage. 

     SECTION 3:

£       Funding Source - When requesting travel money, please indicate the source of all funds.  Each faculty member is allocated $200.00 through departmental travel funds. Other funding sources (Nursing Trust Fund, MERC, etc…) must be indicated. 

£       Approval signature – Department Chair

£      Send to Building secretaries -  (not Office of Academic Affairs)

**Forms must be submitted at least 2 weeks prior to traveling to insure funding. If submitted later, there is no guarantee the trip will be approved and/or reimbursed**   

STEP 2:    TRAVEL

q       COLLECT ALL ORIGINAL RECEIPTS -All receipts should have:

·         Date & Time

·         Cost

·         How it was paid (i.e. cash, check* or credit card)

*Cancelled Check front and back copy or bank print out with check numbers under it.

·         That it was paid (zero Balance)

·         You should include a copy of your itinerary and/or conference agenda, where applicable.

*If you use the Internet to book your travel please remember to printout all pages.  Also include all boarding passes and hotel receipts that you receive, to back up the Internet printouts.   

STEP 3:   TRAVEL EXPENSE VOUCHER (blue form): After your trip, complete this form within 30days from the start date of your travel.

£       Header Section - Full Name, Department, Address, SSN#, date, union – (same as appears on Pay Advice) 

£       Detail Section – complete the following 8 items:

1.      List all dates (Start Date, end date, and all dates in between where you incurred   expenses)

2.      From/Return-next to corresponding dates should read where to where

i.e. 3/10/04 Framingham, MA to San Francisco, CA

3/11/04 Hotel to Museum to Hotel

3/12/04 San Francisco, Ca to Framingham, MA

3.      Air, Train or Boat Fares or if Driving: # of Miles, Amount Reimbursed (.40 per mile) and odometer readings beginning and end (all listed on appropriate date line)

4.     Hotel Amount

5.     Meals – only for travel more than 24 hours
On corresponding dated line, time is noted on receipts please use judgment        when listing:              Breakfast  $4.75,  Lunch  $8.50,  Dinner  $11.75

6.     Other Travel – list other fares, registration fees, parking.

7.     TOTALS – Bottom of each column and the end of each row

8.      Last box on the right grand total

ALL FOREIGN EXCHANGES NEED TO BE CONVERTED (http://www.oanda.com/convert/fxhistory)

Please provide printout of conversion for the expenses incurred during the dates of travel with receipts.

£       Amount to be reimbursed – this is the approved amount from your Travel
  Authorization

£       Expenditure Break Down -

1.      Fund: Academic Support Trust Fund

2.      Budget Category: Department Name

3.      Amount

£       Back of the Form - Dates (start and end) and description of travel

£       Attach All Original Receipts  

£       Sign and date

£       Make Copies of Forms and Receipts - to be kept for your own files.  

£       Chair sign and date

£       Submit to Your Building Secretary (not to the Office of Academic Affairs)

Completion of your travel expense voucher should be within 30 days of the start of your Travel *

(Example: traveling on September 15^th through September 20^th the Travel Expense
Voucher is due on October 14^th)

Note: Due to end of fiscal year closings the submission due dates change, these dates are sent your department chair in May. 

* For faculty members who travel often (observation of student teachers, ongoing conferences and the like) it’s IMPERATIVE that you submit a Travel Expense Voucher and for each month of traveling. The Business Office will no longer accept one voucher for the entire semester.  Vouchers must be received no more than 30 days after the first date of travel.

Travel Authorization - To be completed 2 weeks prior to travel.
Travel Outside the Commonwealth (page 2) - To be completed when traveling out of state.
Travel Expense Voucher - To  be completed within 30days from the start date of your travel.