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Post-Travel Procedures

INDIVIDUAL TRAVEL
Traveler
  1. Within 15 days, complete an ER, attaching all required supporting documentation, including receipts, bills, etc.
  2. Submit ER electronically via email to Department Head for review, and provide a signed copy of the ER with all required supporting documentation to Department Head for approval.
Department Head - Individual Travel
  1. Review completed ER for appropriateness, completeness, accuracy, compliance with University policies and procedures, and availability of funds. If sufficient operating funds are not available, restricted funds or other departmental funds should be used. Excess costs may not be reimbursed if there are no other funds available. A Budget Change Request (BCR) form should be submitted to the Budget Office if a budget change is needed as a result of the actual cost of the expenses.
  2. Approve/disapprove ER. Approved ERs must be electronically routed via email with a statement indicating approval to Accounts Payable (Accounts_Payable@baylor.edu). Disapproved ERs must be electronically returned via email to the travelers to address unapproved expenses. Department Head must sign the approved paper copy of the ER.
  3. If payment of the expense creates a taxable benefit to the employee, the Department Head must forward a copy of the ER to Payroll.
  4. File printed approved copy of ER with original supporting documentation in a central location in the department of the faculty or staff member who incurred the expense.
Accounts Payable Office - Individual Travel
  1. Issue check or coordinate direct deposit into individual traveler's bank account for approved expenses.
  2. Electronically file completed ER.
STUDENT GROUP OR ATHLETIC TEAM TRAVEL
Traveler
  1. Within 15 days, complete a paper ER, attaching all required supporting documentation, including receipts, bills, etc. Cash advances not accounted for by submission of a paper ER within 15 days from the date of completion of the trip are subject to inclusion in the employee's wages and taxed under the Internal Revenue Code. In addition, the employee may be denied future cash advances.
  2. Deposit with the University Cashier's Office the unused portion of any cash advance issued through the University. The cash deposit form must reference the purchase order number of the cash advance.
  3. Sign and submit paper ER with attachments, including deposit form, if applicable, to Department Head for approval.
Department Head - Student Group or Athletic Team Travel
  1. Review ER for appropriateness, completeness, accuracy, compliance with travel policies and procedures, and availability of funds if actual costs exceed the amount of the travel advance. If funds are not available to cover the excess costs, use of restricted funds or other departmental budget funds should be used. Excess costs may not be reimbursed if there are no other funds available. A Budget Change Request (BCR) form should accompany the ER if a budget change is needed as a result of the actual cost of the trip.
  2. Sign/date ER, if approving.
  3. Forward approved ER with original supporting documentation to the Budget Office.
Budget Office - Student Group or Athletic Team Travel
  1. Review ER for completeness, accuracy, compliance with travel policies and procedures, and availability of funds if actual costs exceed the amount of the travel advance.
  2. Sign/date ER, if approving.
  3. Forward approved ER to Accounts Payable Office to prepare check, if required, for reimbursement of expense in excess of the amount advanced and to clear outstanding travel advance. Return one copy of approved ER to traveler.
Accounts Payable Office - Student Group or Athletic Team Travel
  1. Issue check or coordinate direct deposit into individual traveler's bank account for approved expenses.
  2. File completed copy of paper ER.


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