Travel and/or Expense Reimbursement Policy

Revised, effective March 1, 2006

The basic rationale underlying all university travel regulations is that we should incur the lowest practical and reasonable expense while completing the travel in an efficient and timely manner. Persons traveling on University business have the duty to exercise care to avoid impropriety, or even the appearance of impropriety, in any travel expense. Reimbursement is allowed for ordinary and necessary traveling expenses incurred by an employee while away from home in the conduct of university business. “Home” is considered to be the locale of Bradley University. Individuals are not “away from home” unless their duties require them to be away from the University for a period substantially longer than an ordinary workday and it is reasonable for them to need to sleep or rest.

Bradley University’s policies for travel and/or expense reimbursements are subject to the accountable plan rules as set forth by the Internal Revenue Service. The requirements for an accountable plan are:

  1. Expenses must be expenses that are incurred by the employee in connection with the performance of service for the employer.
  2. Expenses must be substantiated to the employer within a reasonable time period. The elements to be substantiated are amount, time, place and purpose.
  3. Employees must return to the payer within a reasonable period of time any amount paid under the arrangement in excess of the substantiated expenses.

If a plan fails to meet the requirements of an accountable plan, the amounts paid under the plan are treated as if paid under a non accountable plan and are treated as wages subject to employment taxes and income taxes.

Section A. In general, University employees are subject to the travel policies and procedures as outlined in the Faculty Handbook and the Administrative Handbook. Employees traveling on a regular, recurring basis must obtain a Bradley Travel card. This card must be used for all pre-approved university related business travel (and only for Bradley University business). For all other travel, the University will reimburse a traveler for items paid personally after travel has taken place. Requests for reimbursement must be made to the Controller’s Office within sixty (60) days after the last day of travel; requests submitted after the sixty (60) day period will not be honored. Reimbursement requests will need to be submitted prior to grant closing dates and the University’s year-end closing at May 31. Expenditure Reimbursements must be submitted within 60 days from the date of the incurred expense.

The Controller’s Office will honor only one reimbursement per trip. Original, itemized receipts of all expenditures must be attached to the request for reimbursement. The Travel Expense Form should be used. Reimbursement is for actual expenditures. Reimbursement requests submitted by the 1st of the month will be paid by the 15th of that month; requests submitted by the 15th of the month will be paid by the last day of the month. Checks will be sent by the Controller’s Office to the University employee through campus mail, unless pick-up is specified. If the reimbursement is for less than $200, with proper approval and substantiation as required below, cash may be given at the Cashier’s window in lieu of a check. Cash reimbursements will only be given to the individual requesting the reimbursement (i.e., student workers cannot be sent to pick up the reimbursement).

In certain situations, trips are funded through a combined use of the Bradley Travel card, reimbursement request and/or cash advance. When this occurs, all forms must be submitted for clearing at the same time to the Controller’s Office.