Functions of A/P
Travel Expenditures and Guidelines
Air and Ground Travel Arrangements
The Travel Office provides basic travel services for faculty, staff and students and maintains an office in the Horvitz Administration Building on the Davie campus. All air, sea or land travel for NSU business must be coordinated through this office. Contact the agents at (954) 262-8888. Any travel arrangement made other than through the Travel Office is subject to nonreimbursement.
Reservations are requested at least 21 days prior to departure. Airlines are guaranteed to be reliable and economical. First class travel is not authorized. Any upgrades are paid by the traveler.
Trips to destinations in excess of 300 miles should not be made by automobile unless:
- Three or more travelers share a van;
- Traveling with excessive baggage, too cumbersome to carry on plane;
- Frequent stops.
Car Rentals
Car rental arrangements are to be made through the Travel Office. If the traveler will be sharing in the driving, this needs to be declared when making the reservations and picking up the vehicle. If a theft occurs due to negligence, NSU's insurance carrier can negate coverage.
Meals and Lodging
Meals and lodging expenses will be covered for reasonable amounts. Reimbursements require original receipts and approval by supervisor or department head.
Travel Advances
A cash advance can be provided to the occasional traveler, who either cannot afford to pay and subsequently be reimbursed or does not wish to be reimbursed upon return. Amounts requested should cover meals, taxis, tips, and miscellaneous. Hotel lodging and conference fees can be prepaid with a Purchase Order to keep the cash advance amount at a reasonable, manageable level.
Accountability for a cash advance to the Accounts Payable Department is required within 30 days after travel is completed.
Travel Related Forms
- Non-Instructional Travel Reservation Request
This form needs to be filled out and approved by your supervisor when you travel on behalf of NSU for any purpose other than to conduct teaching. Once approved, the form needs to be faxed by the Center/Department to the Travel Office. A follow-up call needs to be made in order to make the actual travel arrangements. Non-Instructional Travel Reservation Request Forms can be obtained through the University's Travel Office. - Travel Expense Report
This form needs to be filled out and signed by the traveler before forwarding it to the Center/Department. Supporting receipts must be attached in order to be reimbursed.
Frequently Asked Questions
If I attend a conference in Atlanta where I have relatives living, can I go a few days earlier on the same airline reservation for the business trip?
As long as there is no additional cost to the University for these arrangements and it is approved by your supervisor, there is no problem.
Can my spouse join me on a business trip?
Family members may join the traveler provided it will not result in additional expense to the University. If additional costs are incurred for room upgrades, etc. the traveler must reimburse the University and provide an explanation on the Travel Expense Report.
What criteria establishes the mileage reimbursement rate?
NSU tries to keep in line with the federally established mileage rate.
Does the University have a credit card program so that a traveler does not have to wait for reimbursement or request cash advances?
Yes. Contact the Accounts Payable Department at (954) 262-5235 to obtain an application through the SunTrust VISA program NSU has established. Credit checks are not required.
I do not fly, so how do I get reimbursed?
NSU will reimburse you up to the amount it would cost to fly you round-trip. The 21-day rule still applies. Therefore, contact the Travel Office to establish rate amount and attach the "mock" travel itinerary to your expense account.
What do I do if I have left an unused ticket?
All unused tickets must be returned to the Travel Office within ten days of completion of the travel.
Am I required to carry any legal documents when conducting international travel?
You are required to have readily available a birth certificate or passport.
I will require special seating arrangements once I get to the airport and while sitting on the carrier. Are any provisions made on my behalf in order to address these issues?
It is NSU's policy to abide by the guidelines set force by the American Disability Act (ADA). Please mention your needs to the Travel Office when making travel arrangements.
I will be conducting a trip, which is being subsidized by the Federal government. Are there any stipulations associated with this that I should know about and should I mention this to the Travel Office when making my reservations?
Yes, you the traveler must inform the Travel Office of any travel that is to be paid for by the Federal government. The Travel Office will go over the specifics with you.
I am a senior citizen, as such, should this be something the Travel Office needs to take into consideration?
Yes, by all means. There will be senior citizen discounts applied. Also, certain conference and hotels will also extend senior citizen discounts.