V. 500 - University Travel Expenses
Drury will reimburse staff members for reasonable university travel expenses incurred while on assignments away from their normal work location. All university travel must be approved in advance by the immediate supervisor.
Staff members whose travel plans have been approved are responsible for making their own travel arrangements.
When approved, the actual costs of travel, meals, lodging, and other expenses directly related to accomplishing business travel objectives will be reimbursed by Drury. Staff members are expected to limit expenses to reasonable amounts.
Staff members who are involved in an accident while traveling on business must promptly report the incident to their immediate supervisor. If injured, staff members must notify the Human Resources Department immediately.
After travel has been approved, cash advances to cover reasonable anticipated expenses may be made to staff members. Staff members should submit a written request to their supervisor when travel advances are needed.
With prior approval, staff members on business travel may be accompanied by a family member or friend, when the presence of a companion will not interfere with successful completion of business objectives. Generally, staff members are also permitted to combine personal travel with business travel, as long as time away from work is approved. Additional expenses arising from such nonbusiness travel are the responsibility of the staff member.
When travel is completed, staff members should submit completed travel expense reports within 30 days. Reports should be accompanied by receipts for all individual expenses. Travel expense reports are available in Financial Services.
Staff members should contact their supervisor for guidance and assistance on procedures related to travel arrangements, travel advances, expense reports, reimbursement for specific expenses, or any other business travel issues.
Travel time by non-exempt staff members
The time spent by staff traveling to and from their work location before and after work – does not count as hours worked.
Out-of-town and Overnight Travel
Whether time spent traveling out-of-town is compensable depends on several factors, including but not limited to the time of the day during which the travel occurred, whether an overnight stay is involved, and whether the non-exempt staff member is a passenger or a driver. Questions regarding which hours are to be considered work hours should be directed to Human Resources. You can also refer to the Human Resources handout entitled “Guide to Hours Worked” (PDF).
Abuse of this business travel expenses policy, including falsifying expense reports to reflect costs not incurred by the staff member, can be grounds for disciplinary action, up to and including termination of employment.