Policy:       Travel Policy

Source:                  College of Arts & Letters: Deans Directive

College of Arts and Letters

Introduction to NAU Travel Procedures

NAU has decentralized travel accounting. That is, departments have been given full responsibility to prepare and submit documentation for faculty travel reimbursement. Please check with your Chair and Administrative Assistant before going on your trip as steps can vary from department. to department.

The following steps are basic to every department:

•. Have written verification that you been ‘authorized’ to spend university funds and of the amount. You may have received a Travel Award from your Chair, Dean, Provost or other source. In some cases, you may simply have an e-mailed note from someone authorized on a university account. AVOID VERBAL REQUESTS! Please share the award letter or e-mailed authorization with the Departmental Administrative Assistant so that he/she will have confirmation of your award

• If your unit has an internal "Travel Request Form" complete this in order to have the Chair authorize funds for your trip. (Again, check with the Administrative Assistant.) Indicate if you anticipate NAU funds from other sources. You will need to provide documentation of approval of these funds to the Administrative Assistant as soon as possible and before your departure.

• NAU has eliminated travel advances for most travel. With chair authorization, an Administrative Assistant may be able to purchase airline tickets up to the amount authorized for travel. Faculty must first make the reservation and provide all necessary information to the Administrative Assistant, who will then make the purchase by phone. This is a one-time transaction, and faculty must cover any costs or penalties resulting from changes in tickets after purchase.

• Submit an ROA (Report of Absence) form as early as possible before you travel. Even if you are not seeking university reimbursement, these are required if you are on university business (weekends and holidays too!)

• There are published maximum hotel and meal (per diem) rates for most cities that the Administrative Assistant must follow when completing your reimbursement. Again please ask BEFORE YOUR TRIP how much will be allowed. You may stay at a hotel that has a higher rate, but you must show that this was a “conference hotel” (i.e. a rate set by the convention or conference that you are attending, and you must produce a copy from page of conference program or registration materials stating this arranged amoun.)

• Rental cars require special justification and are generally discouraged. You must be traveling somewhere where public transportation (shuttles, taxis, trains) is not readily available—such as rural or small towns on your trip. Prior approval will be necessary for reimbursement.

• A recent change to procedure: you must show that you compared 3 AIRFARE RATES, and selected the most economical for NAU. Please ask your Administrative Assistant about this new regulation.

• If you are traveling outside the US, be sure to ask the Administrative Assistant for the brochure on NAU's travel assistance program for foreign travel. You will want to carry it with you.

• Driving your personal vehicle out of state then asking for mileage reimbursement is not permitted. You will only be reimbursed the least expensive option. A roundtrip airfare is usually cheaper back and forth to Los Angeles. IN-STATE, use a university vehicle; again it will be cheaper, you’ll save wear and tear on your own car. Additionally, if you’re involved in an accident, NAU’ s insurance will be liable not your personal auto insurance. Check with your Administrative Assistant as to the steps to reserve a university vehicle

After you travel, submit documentation for reimbursement to the Administrative Assistant:

• Generally, in addition to original receipts, your Administrative Assistant will ask for a photo copy of a cover of the conference program, a page from a website, an agenda –something official that is produced by the event's organizer and that indicates dates, location, title of event.

• If you are allowed meal (per diem) reimbursement, you will most likely have to show the entire program so the Administrative Assistant can see what meals may have been included in your registration.

• Please do your best to make your submission of receipts and documents ordered, accurate, and complete. This makes the Administrative Assistant's job much easier.

• You must submit original receipts and they must show that the balance due has been paid. This especially applies to hotel bills: they need to be itemized showing cost for each night—not just a credit card receipt.

FINALLY…The Travel reimbursement procedure at the university is complex and may seem to you burdensome. REMEMBER: It’s 3x burdensome for the Administrative Assistant. Please be courteous and cooperative during this procedure; as the AA will be audited and must answer to and justify all of your allowed reimbursements.