for Dealing With Expenses and Reimbursements for
Invited to Campus
procedure is to be used in cases of invited individuals such
as speakers and consultants as well as prospective
1. A budget must be
approved by the Vice President of each department for each
2. The number of people
coming to campus on a search is limited to three (3)
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.
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.
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.
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
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.
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.