Executive Travel | Non-Executive Travel
Executive Travel
Unit Responsibilities
- Traveler
- Cash advance request
- Sign up for ACH Enrollment (direct deposit)
- Report all trip costs, including prepaid expenses
- Comply with all IRS requirements, as well as University Policy 3.2, Travel Expenses
- Certify that no expenses for which you are seeking reimbursement were paid by other means
- Submit reimbursements within 30 days of the trip return date
Tip: Submitting calendar pages and/or an itinerary helps to complete the total trip story.
Note: If you are purchasing "refundable" airline tickets, the best practice is to purchase the ticket with a Cornell University corporate credit card.
- Spousal Travel
- Obtain written approval from supervisor or delegate prior to travel
- Document how spousal travel benefits the university
- Report all trip costs, including prepaid expenses
- Comply with all IRS requirements, as well as University Policy 3.2, Travel Expenses
- Certify that no expenses for which you are seeking reimbursement were paid by other means
- Submit reimbursements within 30 days of the trip return date
- Trip Preparer
- Add supervisor or delegate
- Confirm that receipts were submitted for reimbursement within 30 days of the trip return date, otherwise, obtain proper approval from the dean, chair, etc., and include with documentation
- Scan and attach written spousal approval, if applicable
- Scan and attach all documentation to the trip system
- Record all trip costs/complete trip story, including any prepaid expenses
- Supervisor or delegate will review/approve the trip and add a comment of "Approved" or "Disapproved"
- KFS Disbursement Voucher (DV) Initiator
- Before preparing the DV, ensure that the supervisor or delegate has "approved" the trip. Note: A comment will be added in the trip system of "approved"
- If spousal travel is applicable, please attach written supervisor or delegate approval in the trip system
- Ad hoc route "Approve" to appropriate SSC designee. See SSC Executive Travel Approver Assignments (XLSX, 17 KB)
- Fiscal Officer or Delegate
- Ensure cash advances or any prepaid travel expenses are accounted for and cleared appropriately
- Ensure policy compliance
- Ensure adequate supporting documentation
- Ensure appropriate accounting coding/distribution
Non-Executive Travel
Unit Responsibilities
- Traveler
- Cash advance request
- Sign up for ACH Enrollment (direct deposit)
- Report all trip costs, including prepaid expenses
- Comply with all IRS requirements, as well as University Policy 3.2, Travel Expenses
- Certify that no expenses for which you are seeking reimbursement were paid by other means
- Submit reimbursements within 30 days of the trip return date
Tip: Submitting calendar pages and/or an itinerary helps to complete the total trip story.
Note: If you are purchasing "refundable" airline tickets, the best practice is to purchase the ticket with a Cornell University corporate credit card.
- Spousal Travel
- Obtain written approval from supervisor or delegate prior to travel
- Document how spousal travel benefits the university
- Report all trip costs, including prepaid expenses
- Comply with all IRS requirements, as well as University Policy 3.2, Travel Expenses
- Certify that no expenses for which you are seeking reimbursement were paid by other means
- Submit reimbursements within 30 days of the trip return date
- Trip Preparer
- Record all trip costs/complete trip story, including any prepaid expenses
- Scan and attach all documentation to the trip system
- Scan and attach written spousal approval, if applicable
- Confirm that receipts were submitted for reimbursement within 30 days of the trip return date, otherwise, obtain proper approval from the dean, chair, etc., and include with documentation
- Once the traveler approves the trip reimbursement, follow the KFS Disbursement Voucher (DV) SOP or Distribution of Income and Expense (DI) SOP for completing the trip and initiating the DV or DI
- KFS Disbursement Voucher (DV) Initiator
- Prepare and submit the DV to fiscal officer/delegate for approval
- Ad-hoc route "acknowledge" DV to the traveler's supervisor and/or delegate
- Fiscal Officer or Delegate
- Ensure cash advances or any prepaid travel expenses are accounted for and cleared appropriately
- Ensure policy compliance
- Ensure adequate supporting documentation
- Ensure appropriate accounting coding/distribution
