BOG Policy 1986-07A: TRAVEL EXPENSE REGULATIONS refers to travel expense regulations which are applicable to management and all non-coalition bargaining unit employees of Mansfield 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.
Proper approvals must be obtained prior to any business related travel. The A/P department audits all travel approval requests and expense vouchers for adherence to PASSHE and University policies before issuing payment. The traveler will be contacted if a problem exists. Under normal circumstances, payment will be issued within two weeks of receipt in A/P. Employees can elect to have their reimbursement directly deposited into their bank account. Sign up for direct deposit of your travel reimbursement.
All Travel Expense Vouchers Are Required within 60 Days of the Return Date in order to comply with IRS Publication 463.
Please Note: In order to comply with IRS Publication 463, under the accountable plan your expenses must have a business connection and you must adequately account for these expenses within a reasonable period of time. A reasonable period of time as defined by IRS publication 463 is you must adequately account for your expenses within 60 days after they were paid or incurred. If reimbursements are made outside of the 60 days time frame the reimbursement must be included in the employee's wages on the W-2 form.
Supervisors are responsible for reviewing all travel vouchers submitted by employees. Employees are responsible for insuring that expenses claimed on their travel reimbursement vouchers are proper and accurate. 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.