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Travel Manual: Technical Details

The Travel Manual provides guidance concerning the interpretation of university travel regulations to university employees, students, and official volunteers who travel on official university business. This manual is intended to provide the university's travel rules in an easy to read format as well as provide an overview of budgeting and reimbursement procedures. If there are discrepancies between this manual and official university travel policy (A&F-018), university policy shall prevail.

Source of Regulations

Rules governing travel procedures and rates of reimbursement are contained in a variety of publications. Not all of the rules in each publication pertain to all employees; bargaining unit differences are numerous. Listed below are each of the bargaining units and a listing of travel publications that govern each:

  • Faculty & Coaches (APSCUF)

             State System of Higher Education Board of Governor's Policy 1986-07
             State Comptroller Directives 410.1 & 410.2
             APSCUF Collective Bargaining Agreement

  • Non - Represented

            State System of Higher Education Board of Governor's Policy 1986-07
            State Comptroller Directives 410.1 & 410.2

  • Non-Instructional Staff (AFSCME)

           State Management Directive 230.10
           State Comptroller Directives 410.1 & 410.2
           AFSCME Collective Bargaining Agreement

  • Nurses (PNA)

          State Management Directive 230.10
          State Comptroller Directives 410.1 & 410.2
          PNA Collective Bargaining Agreement

  • Police (UPGWA)

          State Management Directive 230.10
          State Comptroller Directives 410.1 & 410.2
         UPGWA Collective Bargaining Agreement

  • Professional Staff (SCUPA)

        State System of Higher Education Board of Governor's Policy 1986-07
        State Comptroller Directives 410.1 & 410.2
        SCUPA Collective Bargaining Agreement

 

In addition to the regulations listed above, there are additional rules that pertain to all travelers contained in the university's travel expense regulations (A&F-018). The university travel regulations incorporate all of the rules from the individual publications listed above and should be consulted when questions arise concerning rates of reimbursement or other administrative travel matters.

Bargaining Unit Differences

The differences between the bargaining units pertain to rates of reimbursement for meals and other per diem expenses. These differences are explained in following sections that concern these areas.

Travel Budgets

University travel budgets are established during the budget request process prior to the beginning of a new fiscal year. Once approved, these travel budgets go into effect July 1st and expire June 30th of the subsequent year. All travel reimbursement is subject to funds availability; therefore it is important to gain funding approval and encumber the funds prior to departing to ensure that funds are on hand to reimburse you when you return.

Approvals

University policy stipulates that all overnight travel must be approved in advance. In most cases, this approval is documented by the traveler's supervisor signing the travel expense form before the traveler departs. Travelers must obtain their supervisor's approval even if a travel expense form is not completed prior to traveling. For non-overnight travel preapproval is not required to be documented. This would apply to travelers utilizing the travel expense log, for example.

Who to Call for Assistance

You can obtain answers to questions concerning university travel policies by calling the Accounts Payable Office at extension 64243.