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West Chester, PA 19383

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Travel - General Policy

These travel expense regulations are applicable to management and all non-coalition bargaining unit employees of West Chester University (hereafter referred to as "university"). In cases where specific travel matters are addressed in the collective bargaining agreements of employees covered by this policy, the collective bargaining agreements shall take precedence over this policy. An employee not covered by this policy should refer to the appropriate provisions of the collective bargaining agreement covering the employee’s classification.
Invoice

The university president (or designee) may authorize travel on official business at university expense. All persons who travel at university expense are expected to exercise prudence and economy.

Reimbursement to employees for official travel shall be made on the basis of approved travel expense vouchers. Each voucher must be signed by the employee and by the employee’s supervisor, dean, or department chair, with the exception of the university president, whose travel vouchers shall be submitted to the council of trustees. Employees are liable for repayment of expenditures disallowed by any audit of a travel voucher or other travel related documents.

At the discretion of the university president (or designee), amounts may be advanced up to the sum $500.00 to employees, with such advances to be deducted from the allowable reimbursement. Employees receiving such advances shall file a settlement travel voucher within fourteen (14) working days of return from the travel. No further travel advance shall be granted until a settlement voucher is filed from the previous advance.

Reimbursement of Travel Expenses Incurred by Applicants

The president (or designee) may reimburse applicants for employment for the cost of travel in connection with the interview process. Transportation Orders may be utilized, but no cash advance may be granted. The number of applicants authorized to travel at university expense shall be held to the minimum required, in the opinion of the president (or designee).

Responsibility

The university and a third party (e.g., professional organizations, governmental agencies) may share in the payment of travel costs as long as an employee is not reimbursed twice for the same costs. If an employee receives payment by a third party, the employee must reduce the amount of reimbursement requested from the university by the payment received, or refund that amount to the university. Supervisors are responsible for reviewing and approving travel vouchers submitted by employees. Employees are responsible for insuring that expenses claimed on their travel reimbursement vouchers are proper and accurate, and incurred while in the performance of official university business. Careless, fraudulent or negligent preparation of a travel voucher will require financial restitution and may result in disciplinary action. A traveler who knowingly presents a false, fraudulent, or fictitious claim may be subject to penalties under criminal statutes.