Policies & Procedures Manual - Elizabeth City State University

400.3.4.1Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYReimbursement RequestsTo receive a reimbursement for travel expenses a Request for Reimbursement of Travel and OtherExpenses and Allowances Incurred in the discharge of official duty including per diem(Reimbursement Request) must be completed, attaching all applicable receipts and documentation.1. Reimbursement for lodging may only be made in the amount documented by a receipt from acommercial lodging establishment.2. Tips for handling baggage at common carrier terminals and tips for handling baggage whenarriving at and/or departing from the place of lodging are allowed and must be itemized under“Other Expenses” on the reimbursement request.3. Tips for room service, valet, and other hotel services are not reimbursable. The cost of laundry,entertainment, alcoholic beverages, “set-ups”, between meal snacks or refreshment, and otherpersonal expenses are not reimbursable.4. Official phone calls are reimbursable under “Other Expenses.” Calls over $3.00 must beidentified as to point of origin and destination.5. Stipends may not be paid in addition to subsistence.6. Times of departure and arrival must be listed on the reimbursement request.7. All reimbursement requests should be filed for approval and payment within thirty (30) days afterthe travel period for which the reimbursement is being requested.NOTE: The travel period is defined as the month during which the travel occurred