Statement of Policy

Purpose

The purpose of this document is to establish procedures for faculty, staff and students to obtain approval and reimbursement by Valparaiso University for authorized business-related expenditures.

Statement of Policy

Valparaiso University supports authorized business travel of faculty, staff and students. All travel needs to be approved by the appropriate supervisor. All reasonable business expenses should be charged to a Valparaiso University Procurement Card (P-Card). The University will reimburse travelers for meals based on a per-diem rate and miles traveled based on a mileage rate per mile (when using a personal vehicle) as submitted on a properly completed Travel Expense Report. Employees should practice moderation in all expenditures for travel, keeping in mind the mission, non-profit status and budgetary constraints of the University.

Departmental Budgetary Discretion

Budget officers, departmental supervisors and administrators may place a limit on trip expenditures due to limited funds availability or budget constraints. If there is a set limit on funds available for a trip, the budget must be communicated to the traveler at the time the trip is approved and in advance of all expenditures. A University Purchasing Cards should be used to purchase actual expenses items and the travel expense reports are used to reimburse meal per-diem and mileage. The maximum reimbursement amount must then be specified on the report.