Travel

50.01   Travel Approvals and Reimbursements                                                Updated: February 2, 2002

1.     Travel Request and Approvals

1.1   Authorization for travel must be requested with a properly completed Travel/leave Request form. To expedite the approval process, the purpose of the trip should be clearly stated on the  Travel/Leave Request form or an attachment. For travel to the Washington, DC area, the Office of State-Federal Relations' Report of State Agency Travel to Washington DC form must be completed and attached. A copy of this form is provided in the Travel Training Manual; additional copies may be obtained from the Travel Office.

1.2    The following approvals are required:                

The university does not allow foreign travel on State funds. Also foreign travel will not be authorized, regardless of the funding source, when the destination is to a country for which  the U.S. State Department has issued a travel warning.

1.3   All approved Travel/Leave Requests for travel to be paid from a grant or contract account must be submitted to either the Office of Sponsored Programs or the Prairie View A&M Research Foundation for compliance review and approval. If the travel expense is not allowable, the Travel/Leave Request form is returned to the requesting department with an explanation.  

1.4   All approved Travel/Leave Request must be submitted to the Budget Office for encumbering. A budget control number will be assigned to each approved Travel/Leave request and an encumbrance entry will be recorded in FAMIS. If the encumbrance entry is accepted in FAMIS, a copy of the Travel/Leave Request is forwarded to the Human Resource Department, Travel Office and the requesting department. If the encumbrance entry rejects, the Travel/Leave Request is returned to the requesting department with a notice of insufficient funds.

2.    Travel Reimbursements

2.1    Within five business days after a trip, employees should submit their Travel Reimbursement Voucher, approved by their supervisor and/or budget head, to the Travel Office. Employees failing to do so will be contracted by the Travel Office.

2.2    All Travel Reimbursement Vouchers must be properly supported by a copy of an approved Travel/Leave Request and any other required documentation (see Travel Manual).

2.3    The Travel Office will review the Travel Reimbursement Voucher for compliance with all applicable travel regulations and approve. Instances of noncompliance will be corrected and communicated to the traveler, as appropriate. If there are problems that the Travel Office cannot resolve, a copy of the Travel Reimbursement Voucher will be returned to the traveler with an explanation.

2.4    The Travel Office forwards all Travel Reimbursement Vouchers to the Accounting Office for entry into FAMIS and check generation. If the employee has an outstanding travel advance, a notation is made on the Travel Reimbursement Voucher.

2.5    Travel Reimbursement check may be picked up at the Cashiers Office. The employee must clear any outstanding advances or debts due the University prior to receiving their check. {Note: All travel advances must be cleared within 10 business days of return from the trip.} The Travel Office contacts the traveler by telephone to inform them with their check is available.

2.6    The Travel Office will coordinate all travel reimbursement processes to ensure that the traveler received their reimbursement within five working days of their submission of a properly completed Travel Reimbursement Voucher to the Travel Office.

3.    Trip Cancellations

       3.1   When an approved trip is canceled, the traveler or department should notify the Travel Office.

      3.2    When notified of a cancellation, the Travel Office will initiate the liquidation of the encumbrance for the travel.

Contact:      Travel Coordinator