Travel Expenditures and Guidelines
- Air and Ground Travel Arrangements
- Car Rentals
- Meals and Lodging
- Domestic Travel Policy
- Travel Expense Report
- Instructional and Non-Instructional Travel
- Most Frequently Asked Questions
- NSU Travel Policy
Air and Ground Travel Arrangements
The Travel Office provides basic travel services for faculty, staff and students and is located at 1425 SE 17th Fort Lauderdale. All air, sea or land travel for NSU business must be coordinated through this office. Contact the agents at (954) 262-8888. Any travel arrangement made other than through the Travel Office is subject to nonreimbursement. All travel must be approved by the Accounting, Budgeting & Financial Planning Dept.
Reservations are requested at least 21 days prior to departure. Airlines are guaranteed to be reliable and economical. First class travel is not authorized. Any upgrades are paid by the traveler.
Trips to destinations in excess of 300 miles should not be made by automobile unless:
- Three or more travelers share a van;
- Traveling with excessive baggage, too cumbersome to carry on plane;
- Frequent stops.
Car Rentals
Car rental arrangements are to be made through the Travel Office. If the traveler will be sharing in the driving, this needs to be declared when making the reservations and picking up the vehicle. If a theft occurs due to negligence, NSU's insurance carrier can negate coverage.
Meals and Lodging
Reimbursements require the necessary receipts, documents and approval by the supervisor or department head.
Domestic Travel Policy
Travel Related Forms
Non-instructional travel must be approved before travel. Local FSEHS travelers (full-time Faculty and Staff) must complete an Online Travel Authorization Request OR ARIBA. Upon completion of the online travel request process, an itinerary must be e-mailed to Paula Mitchell (954-262-7716, paulmitc@nsu.nova.edu).
Adjuncts and travelers funded by grants must fill out the Travel Authorization Form and submit with appropriate documentation. The form must be signed by the respective department head. The Travel Authorization Form must be submitted to The Accounting, Budgeting & Financial Planning Department for final budget approval, processing and notification to NSU Travel Office.
Questions related to travel should be directed to Paula Mitchell (954-262-7716, paulmitc@nsu.nova.edu).
***Note: The non-instructional traveler must contact Paula Mitchell (954-262-7716, paulmitc@nsu.nova.edu) and send her a copy of the lodging confirmation via fax or e-mail. This request should be submitted no less than four (4) weeks prior to travel to allow processing of the request.Instructional Travel
Travel itineraries for instructional travel are pre-approved and arranged by the travel office directly. Any questions related to instructional travel must be directed to NSU travel Office (954-262-8888).
Travel Expense Report
Travel Expense Report
This form or ARIBA online system needs to be completed and signed by the traveler and supervisor before forwarding it to the ABFP department. Supporting documentation must be attached in order to be reimbursed.
Most Frequently Asked Questions
If I attend a conference in Atlanta where I have relatives living, can I go a few days earlier on the same airline reservation for the business trip?
As long as there is no additional cost to the University for these arrangements and it is approved by your supervisor, there is no problem.
Can my spouse join me on a business trip?
Family members may join the traveler provided it will not result in additional expense to the University. If additional costs are incurred for room upgrades, etc. the traveler must reimburse the University and provide an explanation on the Travel Expense Report.
What criteria establish the mileage reimbursement rate?
NSU tries to keep in line with the federally established mileage rate. However, to avoid budget crunches and/or awkward calculations the rate is set at total cents, .505
What do I do if I have left an unused ticket?
All unused tickets must be returned to the Travel Office within ten days of completion of the travel.
Am I required to carry any legal documents when conducting international travel?
You are required to have readily available a passport.
I will require special seating arrangements once I get to the airport and while sitting on the carrier. Are any provisions made on my behalf in order to address these issues?
It is NSU's policy to abide by the guidelines set force by the American Disability Act (ADA). Please mention your needs to the Travel Office when making travel arrangements.
I will be conducting a trip, which is being subsidized by the Federal government. Are there any stipulations associated with this that I should know about and should I mention this to the Travel Office when making my reservations?
Yes, you the traveler must inform the Travel Office of any travel that is to be paid for by the Federal government or State. The Travel Office will go over the specifics with you.
I am a senior citizen, as such, should this be something the Travel Office needs to take into consideration?
Yes, by all means. There will be senior citizen discounts applied. Also, certain conference and hotels will also extend senior citizen discounts.
What is a business related travel expenses?
A business related travel expenses includes transportation, lodging, meals, and any related items incurred by employees who are on approved Nova Southeastern University business. Examples of university business are: teaching, recruiting, conference, holding informational meeting, etc.
What do I need to do if traveling to a tax exempt state?
The non-instructional traveler must contact Paula Mitchell (954-262-7716, paulmitc@nsu.nova.edu ), and send a copy of the lodging confirmation via fax or e-mail. This request should be submitted no less than 4 weeks prior to travel to allow processing of the request.
What are the tax exempt states?
The following states are tax exempt: Colorado, Connecticut, Florida, Indiana, Kansas, Kentucky, Maine, Michigan, Mississippi, Missouri, New Jersey, New York, Ohio, Rhode Island, Tennessee, Utah, and Wisconsin.
How do I request a reimbursement when I travel?
To obtain reimbursement the following form(s) must be completed:
- Travel Expense Report
- Transportation Reimbursement Form (this form is linked to Travel Expense Report). -OR-
- ARIBA Online System
*** Note: Transportation Reimbursement Form must be completed first, if applicable.
Non-instructional travel that was pre-approved with a Travel Authorization Form or ARIBA must be sent to the traveler's immediate department head for payment approval.
Instructional travel (does not require a pre-approved Travel Authorization Form) must be sent directly to the traveler's immediate department head for payment
***Note: Mileage can only be claimed for miles driven on NSU business in your personal vehicle with prior payment approval.
What are the criteria for mileage reimbursement?
To obtain reimbursement the following conditions must be met:
- Mileage can only be claimed for miles driven on NSU business in your personal vehicle.
- Full-time Faculty and Staff cannot be reimbursed for mileage to and from their primary place of employment.
- Miles driven on NSU business in your personal vehicle exceeding 300 miles one way will not be reimbursable. (Unless pre-approved by ABFP or because of medical reasons).
- Gas receipts are only reimbursable with rental car receipts.
- Mileage will not be reimbursed without a completed Transportation Reimbursement Form attached to a Travel Expense Report if applicable. OR
- For ARIBA, the details for mileage must be submitted on the mileage expense page.
***Note: Current reimbursement rate is 0.505.
How do I complete a Transportation Reimbursement Form?
The Transportation Reimbursement form or ARIBA Expense Report should contain the following:
- Traveler's Name
- Trip Purpose (i.e. Teaching, EDU 618 class, XYZ Conference, Recruiting, Site Administration)
- Actual Travel Date
- Origination Address/Place (Home, 8888 N. Road Bay , FL )
- Destination Address/Place (Brentwood Elementary, 999 SE 10th Tampa , FL)
- One way or Round trip mileage
***Note: If any of the events were attended after regular work hours (8:30am-5:00pm), this must be indicated in the purpose portion of the Travel Expense Report.
What type of documentation besides Travel Expense Report form is necessary to obtain travel reimbursement?
To obtain reimbursement, all receipts/documentation pertaining to travel should be attached to the travel expense report:
- Transportation: (Original receipt required)
- Air (boarding pass and itinerary)
- Rail (boarding pass and itinerary)
- Rental Car Folio and Receipt
- Ground Transportation including bus, taxi, limo, shuttle and ferry
- Lodging:
- Hotel-Original bill/receipt (detailing all expenses) folio
- Meals:
- Detail receipts will be required for ALL meals which exceed: Breakfast $10.00, Lunch $15.00, and Dinner $25.00 – plus tips. Expenses incurred must be actual amounts. ***Please also note that NSU uses an Internal Revenue Service “Accountable Plan” for meal reimbursement which is not a per diem system.
- Expenses incurred require approval by the appropriate Dean or Vice President.
- Meal expenses cannot be combined to have a more expensive other meal.
- Taxes and Tips should be shown as a separate line item.
- Detailed itemized receipt (Non-itemized credit card receipts are not valid).
- Meal tips are reimbursed only at a maximum of 20%.
- Reimbursement for meals on the day of departure and day of return will depend on the time of day the employee starts his/her trip. For example, departure at 1:00 pm entails no breakfast reimbursement.
- An individual traveling on University business should neither gain nor lose personal funds as a result of that travel.
- Conference Fees:
- Receipt from conference sponsor.
What is considered a valid receipt?
A valid receipt must be:
- Folio
- Detailed itemized receipt
- Or Both sides of a cancelled check
A valid receipt for reimbursement purposes must have:
- The name of the establishment
- Business address
- An itemized dollar amount charged
- Date of purchase
- Auto Rental receipt should include drop off time and location
How do I submit documentation of my trip?
The travel expense report should be:
- Itemized within the appropriate sections (do not lump charges together).
- Receipts should be attached to a blank 8.5 x 11 sheet of paper (on one side only) taped top and bottom, and organized in date order. Receipts for lodging, air fare, vehicle rental, etc., should be on a separate sheet.
- The expense amounts should not be highlighted as this makes it illegible.
- Tape should not be attached directly on printed portion of the receipt, as this makes it illegible.
- The Travel Expense Reports are being scanned for digital record-keeping at Main Campus and must not have loose paper or staples. OR
- ARIBA Online Travel System, the receipts have to be scanned to one file and attached to the Expense Report.
If meals are for two or more individuals, the following should be documented on or near the original itemized receipt.
- Purpose of meeting
- Name of attendees
- Attendee’s title and name of organization.
- Please indicate your meal portion on the bill. OR
- For ARIBA, the details must be submitted on the appropriate meal page.
***Note: NSU will only reimburse expenses for approved business reasons.
Is there a time frame for submitting a reimbursement request?
All requests for reimbursement should be received by the Accounting, Budgeting, and Financial Planning Department at the Fischler School of Education and Human Services in North Miami Beach, FL within 45 days from the date of the last day traveled on each trip.
Should I keep copies of forms?
Copies of all forms and receipts should be kept by the traveler. FSEHS does not keep copies of all back up documentation.
How do I get back my expense reimbursement?
Checks will be mailed to the address indicated on the Check Request or Invoice. Direct Deposit forms are available for Electronic Fund transfers (EFT). (See next question for direct deposit details).
Can reimbursed funds be directly deposited into my bank account?
Reimbursed funds can be deposited electronically into your bank account. Please fill out the Vendor Direct Deposit Form .
****NOTE: The above form is used only to direct deposit expense reimbursements. Do not use for Payroll; the payroll direct deposit form is a separate process.
If I have changed my address or bank, how does this affect AP payments?
To avoid payments issued by NSU to an incorrect address or banking institution, reimbursed employees should notify ABFP via e-mail or memo of the change.
1750 NE 167th Street
Technology Building, 3rd floor
North Miami Beach, FL 33162-3017
Phone: (954) 262-8400
Fax: (954) 262-3724
fsbudget@nsu.nova.edu