The Travel Authorization and Expense Report is used to authorize a trip and create a voucher form. Everyone within the university should use travel authorization and expense reports.

How to use a Travel Authorization and Expense Report

• Complete information on form and request advance if necessary.
• Obtain proper signatures including the Vice President/Treasurer’s if the trip total will exceed $250.
• Submit the travel expense report with cost estimated to accounts payable and the advance, if requested, will be ready on Friday by noon if submitted by Monday at 3:00 p.m.
• Upon return, complete the actual cost portion and attached all original receipts even if the expenses were prepaid by the university (airline tickets, hotel) etc.
• Obtain proper signatures (traveler’s dept. head and the dean) and forward the copy to accounts payable for payment.

Please Note:

• If purchase orders or corporate credit cards are being used, be sure to mark the appropriate lines on the travel authorization and expense report. POs can be used for airline, hotels, registration, etc.
• When calculating out-of-pocket advance be sure to deduct all purchase orders or corporate charges being used from trip total. Only 50% of estimated out-of-pocket expenses can be obtained. Cash advances under $50 will not be issued.
• Upon return please submit the green copy of the form containing the actual costs to the business office for reimbursement. If the university does not owe the traveler any more money he/she should submit complete travel authorization and expense report with the original receipts to the business office for the advance given.
• If the traveler owes the university money, it should be marked on the appropriate line and a check made payable to Suffolk University should be attached. Cash will not be accepted.
• Please contact the business office for information regarding travel agencies (who will accept Suffolk university purchase orders), rental cars, mileage, etc.
• Mileage = .48 cents