What to Do After You Travel

 For H&S faculty, staff, and students
 

Travel Expense Report Forms are to be completed within ten days after the conclusion of each trip.

• Travel Expense Report Forms must be completed even if all expenses were paid for using a corporate card, VAF, or direct department charge, and there is no reimbursement due to the traveler.
•  If your trip falls at the end of the fiscal year (i.e., at the end of May), you have until June 5 to turn in your expense report with receipts to have funding utilized in the current fiscal year.
•  If filed after June 5, expenses will be charged to the next fiscal year budget.

Note: Ithaca College policy stipulates that failure to perform reconciliation of travel expenses within 60 days will result in any College funds disbursed for trip-related expenses being treated as taxable wages paid to the employee and subject to federal and state income tax, Social Security and Medicare withholdings. Any College related travel expenses incurred using personal funds will be ineligible for reimbursement after 60 days. Failure to submit Travel Expense Report Forms in a timely fashion may result in loss of Travel Card privileges.

Submit completed Travel Expense Report Forms to your department administrative assistant, who will review them for completeness and work with you to insure accuracy; the department assistant will then forward the expense reports to the Dean’s office for approval and processing. For processing of reimbursements, allow three to five days in the Dean’s office, and another three to five days in Travel Services.

Reimbursement checks are issued once a month by Accounts Payable, on the 30th of each month, regardless of when the Travel Expense Report Form was filed. Direct deposit of reimbursement checks is also available; these are processed immediately. We strongly encourage faculty to sign up for EFT/Direct deposit; not only does this insure that the funds get into your hands quickly, but it is a more sustainable practice (no paper checks have to be issued).

It is essential that Travel Expense Report Forms be filled out accurately and completely, and have all the necessary documentation at the time of submission. Please be sure to consult the detailed instructions for H&S travelers for preparing Travel Expense Report Forms.