Reimbursement to employees for travel is made on the basis of an approved travel voucher. For sponsored projects under Scenarios One and Two, with travel expenses under the purview of the IUP Research Institute, contact your project development officer or the Research Institute at 724-357-2223 for instructions and assistance. For sponsored projects under Scenario Three, with travel expenses under the purview of IUP, please see information below.
IUP is governed by the Travel Regulations adopted by the Pennsylvania State System of Higher Education. You may contact the IUP Travel Office at 724-357-7999. Travel vouchers are available at the Travel Office website and should be completed and submitted to the IUP Travel Office, G14 Sutton Hall, after they are signed by the traveler’s supervisor. Original receipts, when necessary, are attached to the travel expense voucher.
Travel costs can be charged to a grant or contract, if they:
Tips for completing travel expense vouchers include:
A travel advance is available only for travel outside of the United States. To request a travel advance, the project director must send a memo to the IUP Travel Office that includes the following:
Within sixty days of returning, the traveler must document use of the advance and return any unspent funds. Complete a travel expense voucher for documentation as well as any expenses in excess of the advance and submit it to the Travel Office. The advance can be reported as income if the traveler fails to document use of the advance.
A transportation order is used to initiate direct billing to the university from the transportation provider or travel agency. Contact the Travel Office to request a transportation order.
Expenses for lodging are not allowed at sites within fifty miles of the employee’s headquarters or residence. Exceptions may be made due to itinerary, weather, and time considerations, and justification is given on the travel expense voucher. Employees are expected to use the most economical lodging available and maximum reimbursement rates per night are available from the Travel Office. Exceptions are made for the following reasons:
To pay for lodging services, employees may use one of the following options:
Reimbursement is allowed for meals, tips and other expenses but cannot be in excess of stated maximums; however, receipts of a separate listing of each meal are not required. The rules related to subsistence are very complex with distinctions made between overnight and non-overnight trips and bargaining units. Check the Travel Office website for current information.