Eastern Connecticut State University
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Travel Policies and Procedures

Components

Out-of-state or foreign travel is composed of:

1. Approval via submission of a Travel Authorization (Exhibit A).
2. The actual trip.
3. Reimbursement of actual expenses incurred via submission of a Travel Reimbursement form (Exhibit B) within 15 business days after completion of the trip if a travel advance is taken, or 30 calendar days after completion of the trip if an advance is not taken. Any forms submitted after the above timeframes may be returned without reimbursement, encumbered funds may be released, and the
conditions of the travel agreement may be invoked.

In-state travel is composed of:

1. Approval via submission of a Travel Authorization (Exhibit A).
Note: Mileage only or any non-mileage expense of $50 or less per trip does not require submission of a Travel Authorization. A current certificate of insurance must be on file in the Travel Office with minimum liabilities met (refer to section“Insurance and Use of Personally Owned Vehicle” on page 4 for detailed information). Reimbursement is made via submission of a Travel Reimbursement
form within 30 calendar days after the end of the month. Any forms submitted after this timeframe may be returned without reimbursement.
2. The actual trip.
3. Reimbursement of actual expenses incurred via submission of a Travel Reimbursement form (Exhibit B) within 15 business days after completion of the trip if a travel advance is taken, or 30 calendar days after completion of the trip if an advance is not taken. Any forms submitted after the above timeframes may be returned without reimbursement, encumbered funds may be released, and the
conditions of the travel agreement may be invoked.

Note: Expenses that are incurred before travel is approved are the responsibility of the traveler should the travel be disallowed.

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