Procedures for Dealing With Expenses and Reimbursements for Individuals Invited to Campus

March, 1997

This procedure is to be used in cases of invited individuals such as speakers and consultants as well as prospective employees “guest”.

1.         A budget must be approved by the Vice President of each department for each "guest".

2.         The number of people coming to campus on a search is limited to three (3) candidates.

3.         A Travel & State Car Reservation Request and Authorization Form (TR14-15) is required for any "guest" coming to campus where the "guest" is being reimbursed for lodging, meals or travel.  This form is to be completed prior to the "guest's" arrival.

The Chair of the committee or person in charge of the "guest" coming to campus needs to coordinate with Mrs. Kelly Hibbler in the Travel office the arrangements pertaining to travel, lodging and meals.

Lock Haven University will pay for air transportation if necessary.  However, arrangement will be made through a local travel agency and a transportation order will be issued by the Lock Haven University Travel Office.  If the "guest" uses his/her own vehicle, Lock Haven University will reimburse the "guest" at the state rate allowance.

Rooms on campus should be utilized if available.  When lodging is needed at a local lodging facility, a hotel order will be mailed in advance to the place of lodging in order for the facility to honor the University's "state rate".  The lodging facility will bill the University against the hotel order.

Meals should be provided in the dining hall whenever possible.  If the "guest" is hosted at a local restaurant, receipts must be obtained and an Agency Purchase Request (APR) form processed in order for the person hosting the "guest" to be reimbursed.  In the event the restaurant consents to the host signing the dinner check for billing the University, it will still be necessary to complete an APR and attach a copy of the bill in order for the restaurant to be paid by the University.  It is the host's responsibility to request a copy of the dinner check before leaving the restaurant.  The university will pay for meals for the "guest" and committee chair only.

No alcohol beverages will be paid for the by the University.  If alcoholic beverages are bought, arrangements for payment must be made by the purchaser.

After completion of the interview, a Travel Expense Voucher (form STD-191) needs to be processed by the Chair of the committee responsible for coordinating the visit.  The Travel Expense Voucher along with the original copy of the Travel and State Care Reservation Request and Authorization form is forwarded to the Travel office for the finalization of the charges involved.