See also "Seattle University Travel Expense Policy" and "Policy for Business Expenses".
A travel advance is used to provide an employee with funds to pay for estimated future travel expenses. (Actual travel expenses known in advance of travel, such as airfare and most conference fees, should be submitted for payment to vendor or reimbursement to you using a completed and approved Check Requisition Form.) For a travel advance, funds are taken from the appropriate University account and issued in the form of a check payable to the employee. Travel advances may be issued only to active University employees and will not be issued to an employee who has a travel advance outstanding. For more information regarding travel advances, see the University’s Business & Travel Expense Policy located at http://www.seattleu.edu/policies and the Internal Revenue Service (IRS) Publication 535, Business Expenses at http://www.irs.gov/publications/p535.
To ensure efficient processing of your advance, please adhere to the following key policies:
Click here to download a copy of the Travel Advance Request form.
Click here to download a copy of the Travel Expense Report form.
Actual cost of less than first class ticket
Copy of e-ticket or paper airline ticket
Actual reasonable cost less any personal expenses
Copy of hotel bill
Per Diem (no receipts required) $35.00. Per Diem is not allowed if the meals were provided by the workshop. If partial meals are provided, use the below meal rates to reduce the per diem claim.
Breakfast $8.00, Lunch $10.00, Dinner $17.00 (total not to exceed $35.00)
Choose one of the two methods for reimbursement.
1) Receipts for the actual meal expenses
2) Per diem of $35.00 each day.
Must be authorized by area vice president. Limited to compact, when available.
Copy of agreement and payment receipts
Mileage at 56.5 cents (effective January 1, 2013) per mile - not to exceed cost of other means (i.e, airfare, taxi, auto rental).
Hard copy of electronic map showing miles from point to point; log of number of miles driven
Actual costs incurred for parking, tolls and supplies, etc.