Accounts Payable - Travel Authorization & Reimbursements
Overview
BTI’s travel policies have been instituted to ensure that any travel undertaken with funds from contracts or grants complies with applicable federal guidelines. All travel undertaken with Institute funds, regardless of the source of the funds, must comply with Federal Guidelines, and the Accounting Department closely reviews each Travel Expense form submitted for reimbursement.
Two forms are required for reimbursement of BTI work related travel expenses. For each trip, travelers must complete both of the forms below:
- Travel Authorization
(To be completed and submitted 15 day prior to travel) - Travel Voucher
(To be completed and submitted with receipts within 30 days of return)
Contact
Accounts Payable inside Business Office
Travel Checklist
- Before You Travel (At least 15 days before departure date):
- Before embarking on BTI work related travel, employees are expected to complete a
Travel Authorization form, obtain their supervisor’s signature and submit the approved form to Accounts Payable. Checks are only issued on Fridays, so failure to submit this approved form at least 15 days in advance of travel could result in your advance not being available prior to departure. * An approved Travel Authorization form must be submitted even if you are not requesting an advance. This shows that the travel has been approved and helps to facilitate expense reimbursement. - Employees are expected to review BTI’s policies regarding reimbursement of travel expenses.
- Before embarking on BTI work related travel, employees are expected to complete a
- While You are Traveling
- Request and save receipts for each travel expense you expect to have reimbursed. BTI reimburses expenses per actual cost (with original receipt,) therefore it is necessary to keep receipts. If a meal receipt is not itemized, list the cost of any alcohol purchased. If you are paying for yourself and a business associate, list the name and organization of the other person(s).
- When You Return (Within 30 days or sooner):
- • Within 30 days of your return, submit an approved Travel Voucher form to clear your advance and/ or receive reimbursement. Your advance and travel expenses cannot be charged to your project until this Travel Voucher is turned in with your receipts.
- • Within 30 days of your return, submit an approved
Travel F.A.Q.s
What documentation must be submitted with the forms?
Which types of travel related expenses may not be reimbursed?
How is Mileage reimbursed?
When I travel outside the U.S., how do I handle the exchange rate for expenses paid for in foreign currency?
What do I need to know before traveling outside of the U.S.?
Which types of travel related expenses may not be reimbursed?
How is Mileage reimbursed?
When I travel outside the U.S., how do I handle the exchange rate for expenses paid for in foreign currency?
What do I need to know before traveling outside of the U.S.?