Business Brief
Due to the continuous confusion between staff seeking reimbursement for travel, the Travel office has outlined the following Process and Procedure for reimbursement. First, staff should understand it is the policy of the company to reimburse staff and guests for reasonable and necessary expenses incurred in connection with approved travel. Prepayment of reimbursement is allowed only when payment for the expenses has not been and will not be received from another source. The company has significant airline, vehicle rental, and charter bus discounts that can be obtained when booking travel through the company’s designated travel agencies. Travelers are strongly encouraged to utilize these designated travel agencies when making travel arrangements. Additional information about these services is provided by the Travel Office.
Individuals are considered in travel status when traveling on official business for the company whether or not expenses are to be reimbursed. All travelers seeking reimbursement should incur lowest reasonable travel expenses.
The process is as follows. Travelers must first receive authorization. Travelers should verify that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip and within 90 days, the traveler must submit a Travel Reimbursement Form and supporting documentation to obtain reimbursement of expenses.
An individual may not approve his/her own Travel Order or Reimbursement. Individuals with responsibility to approve Travel Orders and/or Travel Reimbursements are designated by each unit. Designated approval authorities are required to review expenditures and withhold reimbursement if there is reason to believe that the expenditure is inappropriate or extravagant.
Travelers should review reimbursement guidelines before spending personal funds for business travel to determine if such expenses are reimbursable. Upon determination of requested reimbursement travelers will be paid. Although the following items may be associated with business travel they are not reimbursable. * Airline club memberships * Airline upgrades * Child-care, babysitting, house-sitting, pet-setting * Commuting between home and primary work site * Personal entertainment expenses * Personal travel accident insurance
The following procedures are to be followed when requesting reimbursement for travel. Staff must submit a Pre-trip Worksheet. This worksheet will outline date of travel. Where staff will be traveling time of arrival/departure and expenses staff expects to incur while traveling.
Upon receipt of your pre-trip worksheet the information will be entered into the system to generate a Travel (“T) number. When the number is generated staff will be emailed the number. (The travel orders must be processed prior to the trip for authorized business travel). Once the travel order is received a “T” number is generated. This number is used to as an auditing tool and must be shown on all receipts regardless of payment method. A travel order is not required prior to trip for reimbursement of parking, tolls, gasoline in lieu of mileage, and/or bus passes.
Staff is also reminded to adhere to the following when making travel arrangements for reimbursement: * Airfare staff is expected to obtain the lowest fare available * Automobile personal car mileage will be reimbursed provided the cost does not exceed the expensive travel.
(Staff will be reimbursed provided the cost does not exceed the least expensive airfare)
When travel has been completed staff must complete a Post Trip Worksheet on this worksheet staff will indicate all the information for which they would like to be reimbursed and attach all receipts or documents for proof of reimbursement. Once the documents have been submitted to the Travel Office the auditor will review and submit a request for payment. When your reimbursement has been approved, staff will receive an email to log-in and verify the payment.

APPENDIX A

Appendix B Week 2 Business Brief Rubric
Total 50 points Criteria | Unacceptable | Acceptable | Proficient | Student Points and Comments | Distinguishes the difference between processes and procedures. | Vaguely distinguishes the difference between processes and procedures or completely off the topic.(0-7 points) | Distinguishes the difference between processes and procedures and, for the most part, fulfills assignment requirements.(8 points) | Distinguishes the difference between processes and procedures and demonstrates solid ability to accomplish the assignment.(9-10 points) | | Includes a valid example of a process and a procedure. | Does not Include a valid example of a process and a procedure.(0-3 points) | Includes a valid example of a process and a procedure and, for the most part, fulfills assignment requirements.(4 points) | Includes a valid example of a process and a procedure and demonstrates solid ability to accomplish the assignment.(5 points) | | Includes a valid job aid that distinguishes a process from a procedure. | Does not Include a valid job aid that distinguishes a process from a procedure.(0-7 points) | Includes a valid job aid that distinguishes a process from a procedure and, for the most part, fulfills assignment requirements.(8 points) | Includes a valid job aid that distinguishes a process from a procedure and demonstrates solid ability to accomplish the assignment.(9-10 points) | | Synthesizes relevant information and materials to provide evidence of critical thought. | Synthesizes information at a minimal level. (0-7 points) | For the most part, effectively synthesizes information, which supports main ideas. (8 points) | Consistently and effectively synthesizes information, which provides strong support to main ideas.(9-10 points) | | Uses supporting documentation that has been properly references and cited. | Inadequate or minimal use of supporting documentation or not properly referenced or cited.(0-3 points) | For the most part, uses supporting documentation that is properly referenced and cited.(4 points) | Consistently uses supporting documentation that is properly referenced and cited.(5 points) | | Considered holistically, demonstrates the ability to write at the graduate level. | Considered holistically, the student demonstrates an inadequate ability to write at the graduate level.(0-7 points) | Considered holistically, the student demonstrates an acceptable ability to write at the graduate level.(8 points) | Considered holistically, the student demonstrates a proficient ability to write at the graduate level.(9-10 points) | | | | | Total Points = | |