Policy Statement for Travel Advances & Travel Expenses - Effective 3-15-18

Sep 21, 2026

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Policy Statement for Travel Advances & Travel Expenses sets university-wide rules for determining when travel expenses are necessary, reasonable, and reimbursable. It emphasizes strong accounting controls and requires all travel to have a valid business purpose, including guidance on approval, documentation, and enforcement of department-level restrictions. The policy outlines reimbursement workflow, timing for submitting travel expense statements, required sign-off, and procedures for exceptions, sponsored projects, and supported documentation for accounts payable approval.

LanguageEnglish

CategoryLetters

FormatPDF

Pages11

Reading Time4 min

AccessFree to download

Reimbursement Process

Exception Approval Requirements

Supporting Documentation

Reimbursement of Travel on Sponsored Projects

Reimbursable Business Travel Expenses

Non-Reimbursable Business Travel Expenses

Travel for Non-University Personnel

Travel Advances

Business Travel Accident Insurance

International Travel Registry

Expenses Identified for Indirect Cost Purposes

Policy Statement for Travel Advances & Travel Expenses Effective 3/15/18 This document outlines travel policies in general terms. This policy is not intended to cover every possible situation. More restrictive policies may be set at the department or school level. However, it is the responsibility of the department or school to document, communicate, and enforce any restrictions they impose. It is essential that Washington University has a strong accounting control environment and guards its image as a careful steward of charitable and public funds. Given the decentralized nature of the University, Senior Management relies heavily upon individual judgment at all levels of the organization in determining when expenses are necessary and reasonable. Unauthorized trips, expenses that do not comply with University policies, or expenses deemed to be excessive may not be reimbursed. In addition, all travel must have a valid business purpose. Employees will be reimbursed for approved travel-related business expenses upon submission and approval of a travel expense statement. Direct payments to vendors via check requests are not allowed except for registration fees. There will be circumstances that require central purchase of travel, for example Non-University Personnel. There may also be occasions where the central purchase of some travel expense is appropriate, such as paying for the conference fee for several persons attending the same event. See Non-University Personnel section for additional information. Topic Reimbursement Process 1 Exception Approval Requirements 3 Supporting Documentation 3 Reimbursement of Travel on Sponsored Projects 4 Reimbursable Business Travel Expenses 4 Non-Reimbursable Business Travel Expenses 9 Travel for Non-University Personnel 9 Travel Advances 10 Business Travel Accident Insurance 11 International Travel Registry 11 Expenses Identified for Indirect Cost Purposes 11 Travel expense statements must be completed in a timely manner (generally no longer than 15 days) after the completion of the trip. Travel expense statements submitted more than 60 days after the completion of the trip require exception approval. See Exception Approval Requirements section for additional details regarding exception approvals. Employees must use the travel expense statement provided by Financial Services. The form can be printed and completed manually or it can be completed in Microsoft Excel ( located at [https://financialservices.wustl.edu/forms](https://financialservices.wustl.edu/forms)) . Employees must sign the travel expense statement, which certifies that costs he/she incurred for the trip comply with all aspects of the travel policy and/or any sponsoring agency requirements, if applicable. Signature stamps are not acceptable but approved electronic signatures are allowed. Please contact Accounts Payable to discuss the electronic software. The Audit Log page(s) should be printed and included with the electronically signed travel report. Accounts Payable (AP) and Sponsored Projects Accounting (SPA) will not approve an electronically signed travel report without this documentation. Travel expense statements must include a description of the business purpose for the travel. Page 1 of 11 Updated 3/15/18 Policy Statement for Travel Advances & Travel Expenses Effective 3/15/18 Travel expense statements must be signed by someone who is at least one level higher than the traveler or by a designee approved by the Controller’s Office. Principal Investigators ( PI’s) can sign for travel paid on their research grants. PI’s cannot approve their own travel expense statements. By signing the travel expense statement, the approver is indicating that he/she reviewed all expenses to be reimbursed to the employee , that the trip and related expenses have a valid business purpose, and that they are in compliance with all aspects of the travel policy. For purposes of travel expense s

FAQs

What travel expenses are eligible for reimbursement under this policy?

Approved travel-related business expenses are reimbursed after submission and approval of a travel expense statement. Unauthorized trips, non-compliant expenses, or excessive expenses may not be reimbursed, and all travel must have a valid business purpose.

How long does an employee have to submit the travel expense statement after the trip?

Travel expense statements must be completed in a timely manner, generally no longer than 15 days after the trip ends. Statements submitted more than 60 days after completion require exception approval.

Who must sign the travel expense statement and what are the approval responsibilities?

The travel expense statement must be signed by someone at least one level higher than the traveler, or an approved designee. By signing, the approver confirms review of expenses, validates the trip’s business purpose, and confirms compliance with all aspects of the travel policy.

Sep 21, 2026

Upload by Aditya