The purpose of the Baylor University ('Baylor' or 'University') Travel & Entertainment site is to aggregate all Baylor related travel and entertainment information into a convenient location in order to facilitate value added services.
Travel - Baylor will reimburse, within budget limitations and in accordance with these policies, a faculty, staff, or student member (traveler) who travels as a University representative for the ordinary and necessary expenses directly related to authorized domestic and international travel. Approval for travel must be obtained from the department chair/head prior to departure, and each traveler should be prudent in his/her travel expenditures. Baylor faculty, staff, and students who will be traveling outside the United States individually or as a group should coordinate such travel with the Center for International Education.
Entertainment - Baylor will reimburse, within budget limitations and in accordance with these policies, a faculty or staff member who entertains as a University representative for the ordinary and necessary expenses directly related to University business.
Compliance - Each department is expected to adhere to the University's Travel & Entertainment Policy to help assure the University's compliance with IRS rules and regulations and to promote good stewardship of University funds. Specific schools, departments, and funding sources may choose to be more restrictive than this policy due to budget constraints or other reasons; however, they must not be less restrictive.A University traveler must submit his/her Expense Report, with required information and documentation, for reimbursement of travel and/or entertainment expenses to his/her department chair/head upon conclusion of the trip and/or entertainment event. See Authorized Approvers for approval level of a traveler's/employee’s Expense Report. The department chair/head must review the Expense Report information and documentation for approval and submit it for payment to Accounts Payable within thirty (30) days of trip’s end date or the date the business meal and entertainment expense was incurred. Per IRS rules and regulations, expenses not submitted for reimbursement in a timely manner are subject to inclusion in the traveler’s/employee’s wages and reported as taxable income.
- University Travel Card
- Authorized Approvers
- Student Travelers
- Independent Contractors and Other Non-Employees
- Group Travel
- Foreign-Site Study
- Sponsored Projects - Research Grants/Contracts
- Spouse/Family Travel
- Combining Personal Travel with University Business Travel
- Business Entertainment
- Tax Considerations
- Consequences of Non-Compliance
- Hotel Motel Accommodations
- Fares, Parking Fees, and Tips
- Telephone Calls and Other Expenses
- Pre-Travel Procedures
- Post-Travel Procedures
- University Travel Card Procedures
- Business Entertainment Procedures
- Expense Report Review Process
Forms and Instructions
- Travel Authorization Form
- Travel Agency Authorization Form
- Spouse/Family Member Expense Travel Request Form
- Hotel Occupancy Tax Exemption
- Expense Report - Spreadsheet-based (available through 12/31/14)
- Mileage Table
- Lost or Destroyed Original Receipt Statement