Faculty and Staff Travel

BOG: Policy 1986-07-A: Travel Expense Regulations refers to travel expense regulations which are applicable to management and all non-coalition bargaining unit employees of Bloomsburg 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.

Travel Reimbursements

Proper approvals must be obtained prior to any business related travel. The A/P department audits all travel approval and expense reports 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 ten days of receipt in A/P. Employees can elect to have their reimbursement directly deposited into their bank account.

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 60 days after your expenses were paid or incurred. If reimbursements are made outside of the 60 day time frame, the reimbursements are considered income and must be included in the employee’s wages on the W-2 form. Please be mindful of this IRS ruling, any expense reports submitted after the 60 day period require a written explanation for the delay be attached and approved by the Chief Business Affairs Officer.


Planning is essential!

The State System and a third party (e.g., professional organizations, governmental agencies) may share in the payment of travel costs as long as an employee is not reimbursed twice for the same costs. If an employee receives payment by a third party, the employee must reduce the amount of reimbursement requested from the State System by the payment received, or refund that amount to the State System.

Supervisors are responsible for reviewing and approving 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.