Accounts Payable (AP)

Forms

Travel Forms

The mileage reimbursement rate for travel that occurs between January 1, 2023 to December 31, 2023, is 65.5 cents per mile. 

The mileage reimbursement rate for travel that occurs between July 1, 2022 to December 31, 2022, is 62.5 cents per mile. 

The mileage reimbursement rate for travel that occurred between January 1, 2022 to June 30,2022 was 58.5 cents per mile. 

Travel Workflow (PDF)

How do I?

Purchase Order - PO

  • W-9s and ACH forms should be sent to Procurement as soon as you receive them.
  • A requisition is a “Request to Purchase” that is created at the departmental level in Banner. Estimates or quotes may be used at the Requisition stage to set up the PO amount.
  • The Admin needs to make sure funds are available prior to completing the requisition.
  • Once completed by the Admin it drops into the supervisor’s approval queue.
  • When the supervisor approves the requisition it then flows to the Buyer’s queue.
  • The Buyer reviews the requisition. If more information is needed, the Buyer will reach out to the Admin. If the requisition information is complete, a PO is created.
  • The PO flows into the Procurement Manager’s approval queue.
  • Once approved, the PO is sent to the vendor. A PO is Fitchburg State University’s promise to pay. It allows the vendor to fulfill the order for goods or services.
  • A PO does NOT initiate payment.

Invoice

Accounts Payable (AP) email address is accountspayable@fitchburgstate.edu

  • Once goods are received or services have been rendered, the vendor needs to send an invoice to initiate payment. Vendors should send all invoices to accountspayable@fitchburgstate.edu. AP must receive the invoice in order to process payment.
  • When AP receives an invoice from a vendor, AP will send the invoice to the department for review and approval.
  • If a vendor sends the invoice to the department directly, make sure to forward the invoice to accountspayable@fitchburgstate.edu along with the approval to pay and any supporting documents. Please reach out to the company to update their email account to accountspayable@fitchburgstate.edu.
  • An invoice is required. Estimates or quotes cannot be used for payment. (They are used at the Requisition stage to set up the PO amount.) 
  • Departments should review the invoice for accuracy, confirm there is sufficient budget to process payment, and verify that the goods have been received or that the services have been rendered.
    • Please note: if direct payments have been made from the same account, this could result in insufficient funds when it is time to pay the invoice against the PO. Budget adjustments need to be up-to-date to make sure there are sufficient funds to pay invoices.
  • If the PO# is not listed on the invoice by the vendor, indicate what PO# should be used when the approval to pay is provided. If the PO# is listed by the vendor please verify it is the correct PO#. AP is not able to pay from a REQ# and cannot monitor REQ#’s to check if the corresponding PO# is approved.
  • Provide approval to pay. Either sign and date the invoice and scan it back to Accounts Payable or if approving by email use the language “Approved for Payment” or “OK to pay”. Send all required email approvals with the invoice to accountspayable@fitchburgstate.edu.
  • All payments are being processed electronically. Please email the complete document to Accounts Payable.
    • A complete document consists of the payment document – which could be an Invoice, Trust Fund Payment Voucher, or Travel Expense Report, any necessary backup, receipts and all required approvals.

Training Documents

Helpful Banner Screens

This inquiry form allows the user to drill down into a document and all documents related to it. Requisition, Purchase Order, Invoice and Check information are all available on this screen.

This form allows the user to query for a vendor by their FEI number and view specific information such as address and phone number. You must know the FEI number to use this form.

This inquiry form provides summary information by a FOAPAL's account pools.

This inquiry form allows the user to select the FOAPAL in whole or in segments to gather data. This screen also displays detail information and allows the user to drill down to see the documents associated with a particular account.

This inquiry form allows the user to see the detail of a particular activity against a purchase order.

This inquiry form allows the user to see a list of all purchase orders within an organization and or fund.

This form allows the user to search for a vendor. Double clicking on the name will bring you back to FTMVEND for complete information.

Travel Policies

Fitchburg State University Travel

Fitchburg State wishes to reimburse you in a timely manner for your approved, funded, university-related travel expenditures. It is the intention of Financial Services that this Travel Guideline document will serve to assist you in finding the information you will need in order to obtain your reimbursement quickly and smoothly when you travel on behalf of the University.

Policy Statement

Fitchburg State reimburses people who travel on official and approved university business for actual and reasonable business travel expenses.

Reason For Policy

This policy is intended to provide for the reasonable needs of travelers, to control travel expenditures, to facilitate proper reporting, and to ensure compliance with applicable Fitchburg State, Board of Higher Education, and Commonwealth of Massachusetts requirements.

Obtaining Travel Authorization

  1. Determine if the potential benefits of the trip justify its time and expense after considering cost effective alternatives, such as teleconferencing.
  2. Familiarize yourself with your department's travel policies and your grants travel policies, as they may be more restrictive than the University's.
  3. Obtain appropriate departmental approval to take the trip. Approval requirements are defined at the departmental level.

Spouse/Companion Travel

The University will not reimburse travel expenses incurred by your spouse or another individual accompanying you on business.

Combining University Business Travel with Other Travel

The University will only reimburse you for the business portion of the trip if it is combined with personal vacation travel. You must provide evidence to support the business portion of the trip and the allocation of the expenses that are business related. Obtain a quote at the time of ticketing to document the incremental costs that will be treated as personal expenses and include them with your Travel Expense Voucher.

Overtime as it Relates to Travel

Refer to your particular union contract regarding compensation while traveling on university business.

Making Air Travel Reservations

  1. When you make business travel reservations, purchase the lowest possible airfare, while meeting the business needs of your trip.
  2. Request a receipt from airlines that provide ticketless travel.

Airline Class of Service

You are expected to use the lowest logical coach class airfare available. Consider the following factors for determining the lowest fare alternatives:

  • Specially negotiated fares
  • Penalty fares (super savers)
  • Saturday night stay fares (if less expensive than flying earlier)
  • Advance purchase fares
  • Connecting and one-stop flight fares
  • Promotional/convention fares

If a premium airfare is required, submit a letter of explanation to the Vice President of your Department for review and approval before proceeding with your travel arrangements.

Note: Federal regulations prohibit the charging of business class or first class air travel to federally funded grant projects.

Unused Airline Tickets

Return the ticket to the travel agency that issued the ticket to expedite the refund. Instruct the travel agent to issue the refund to the University.

If your ticket is non-refundable, notify your department and the Treasurer’s Office. The value of the non-refundable ticket should be used before the expiration date. The credit will be held in the Treasurer’s Office.

Lost or Stolen Airline Tickets

You are responsible for the value of the lost ticket. Some airlines will issue a replacement ticket at current market cost, which may be higher than the price you paid for your original ticket.

If your ticket is stolen, contact the police or airline security, as the ticket could be located and returned. A police report must be completed, which must accompany your travel reimbursement request.

Ground Transportation To and From Airports

You should use the most economical mode of transportation to and from airports and share ground transportation whenever possible.

Consider the Following Modes of Transportation

  • Public transportation (buses, subways, shared taxis)
  • Hotel and airport shuttle services

Private limousines or car services should be used only when valid business reasons preclude the use of other modes of transportation.

You are required to submit original receipts for all transactions.

Foreign Air Travel - Non-Grants

Please refer to the domestic travel section above.

Foreign Air Travel - Grants

  • Advance Planning - When you travel under a grant, you must obtain any required sponsor approval before leaving for your trip. Additionally, some sponsored agreements may require you to travel on US flag carriers. Consult with the Grant Office, since the approval process for foreign travel varies among Sponsoring Agencies.
  • Foreign Travel Advisories - You should not travel to countries for which a travel advisory has been issued by the State Department. You may access the list of current advisories here.

Rental Car Guidelines

When traveling by air or rail, you may rent a car when you reach your destination only if it is less expensive than other transportation modes such as taxis, airport limousines, or airport shuttles.

Note: Most car rental agencies require you to have a credit card in order to rent the vehicle. You must provide an original itemized invoice indicating payment and a zero balance due.

International Car Rentals

The insurance laws in each country are different. In some cases the only insurance company is government-owned and insurance purchase is mandatory. It is your responsibility to investigate your obligations for insurance coverage before you leave the United States.

Insurance Guidelines

The following are suggested guidelines when dealing with all car rentals:

  • Collision Damage Waiver - This type of insurance protects you against damages you might cause to the car. This expense is reimbursable.

  • Liability Insurance - This type of insurance protects you and the University against claims made by third parties, and should come with the rental vehicle. If it is not supplied, purchase only the basic liability coverage, rejecting any “additional” coverage offered to you. Basic liability coverage is a reimbursable expense.

  • Personal Accident Insurance - Employees are covered by Worker's Compensation. Therefore, do not purchase this type of insurance. If you do, you will not be reimbursed for this expense.

  • Personal Effects Insurance - This type of insurance in not reimbursable, although you may wish to purchase it at your own expense.

*Remember, you MUST have a Travel Leave Requisition approved and in place prior to traveling in order for the travel to be covered under Worker's Compensation.

Returning Rental Cars

Every reasonable effort must be made to return the rental car:

  • To the original rental city
  • Intact (i.e. no bumps, scratches or mechanical failures)
  • On time, to avoid additional hourly charges
  • With a full tank of gas

Rental Car Payment Procedures

Pay for a rental car using any of the following:

  • Personal credit card
  • Personal check
  • Purchase order (Contact the Fitchburg State Purchasing Department for further information)

Rental Car Accidents

Should a rental car accident occur, immediately contact:

  • The rental car company in accordance with the rental car company's requirements for reporting accidents
  • Local authorities, as required
  • Your personal insurance company
  • Your department administrator

Personal Vehicle Usage Guidelines

You may use your personal vehicle for business travel as approved on your Travel Leave requisition. If driving to your destination is more time or cost-effective than airline or rail travels, you should drive.

Reimbursement for Personal Vehicle Usage

You will be reimbursed for business usage of personal vehicles based on the applicable contractual agreement in force at that time. You will not be reimbursed for travel expenses between your personal residence and your regular work location.

To be reimbursed for use of your personal vehicle for business, provide the following on your Travel Expense Voucher:

  • The purpose of your trip
  • The dates of travel with origination and destination
  • Beginning and ending mileage

Note: variations of up to 20% may be taken into consideration based upon standard mileage guides.

Caution: You will not be reimbursed for any repairs to your personal car, even if these costs result from business travel.

Personal Vehicle Accidents

Should an accident occur, immediately contact:

  • Your insurance company
  • The local authorities, as required
  • Your department administrator

Choose lodging that has reasonable single room rates. Lodging costs incurred for companion travel are not reimbursable and single room rates will apply if double room rates are higher.

Hotel Selection Guides

When applicable, you are encouraged to use properties that:

  • Offer a state or federal business rate
  • Offer senior citizen rates
  • Offer special promotion/conference rates

Hotel Cancellation Policy

You are responsible for canceling hotel room reservations. You should request and record the cancellation number in case of billing disputes.

Hotel Payment Procedures

Hotel costs (overnight room and tax only) should be paid using one of the following methods:

  • Purchase order (preferred method)
  • Personal credit card (when purchase order is not accepted)

All hotel bills must be original, itemized, and indicate a zero balance. If your hotel bill says there is a balance due, we must have original proof of payment (i.e. original credit card statement, original cancelled check, original credit card charge slip).

Please ensure you obtain this documentation, even when staying in a hotel with quick checkout. Bed and Breakfast receipts must be original itemized invoices on letterhead. They cannot be generic receipts.

Please note that you will not be reimbursed for alcohol, room service, movies, laundry, personal phone calls, or any other items of this nature. If business phone calls, business fax charges, or business internet connection charges are incurred on your hotel bill, you must provide a detailed written explanation.

Telephone Usage

You can be reimbursed for telephone calls related to conducting University business. You must identify all calls and provide a detailed explanation of all reimbursable calls on your Travel Expense Voucher. Proof of payment and an itemized call invoice must be submitted.

Hotel Telephone Usage

When staying at a hotel, you should avoid making phone calls that have a surcharge.

Meals

Meal Expense Guidelines

  • Each meal (breakfast, lunch, and dinner) must be tracked separately.
  • You will not be reimbursed for a meal if it is included in a registration fee.
  • You will be reimbursed for meals while traveling on university business in accordance with your union contract agreement or university policy for non-union employees. You must include departure and return times when requesting reimbursement, per contract agreement.

Documentation for University Business Meal Meetings

You must submit an original detailed meal receipt. Alcoholic beverages are not reimbursable.

In addition, the following documentation is required:

  • Names of individuals present, their titles and university/company name
  • Name and location of where the meal or event took place
  • Exact amount and date of expense
  • Business topic discussed

Please note that tips must be reasonable and customary amounts. You will not be reimbursed for more than a 20% tip.

Restaurant tear tabs and credit card receipts are not considered acceptable documentation. You must have a detailed meal receipt.

Mileage while traveling on approved University business is reimbursed in accordance with the contractual agreement in effect at the time of travel.

The mileage reimbursement rate for travel that occurred between January 1, 2022 and June 30, 2022 is 58.5 cents per mile. In recognition of recent gasoline price increases, the mileage reimbursement rate for travel between July 1, 2022 and December 31, 2022 is 62.5 cents per mile.

Mileage Reimbursement/Supervision

The locations of where travel began and where travel ended, and all stops in between, must be documented on the Travel Expense Voucher. For travel between cities and towns, list the town or city name only, including the state name if the state differs. For stops within the same city or town, list the address of the stop(s).

The following is the policy of the Academic Affairs Department

  • For Day School Undergraduate In-State Supervision - No Travel Leave Requisition is necessary. However, a university expense account number and supervisor’s signature on the Travel Expense Voucher are needed before it is submitted to the Treasurer’s Office for reimbursement.

  • For SGOCE Undergraduate and Graduate In-State Supervision - The Travel Leave Requisition is necessary before the travel takes place. It must be signed by the Department Chair, the Traveler, and the appropriate Dean. Upon completion of the travel, the Travel Expense Voucher must also be signed by the Department Chair, the Traveler, and the appropriate Dean.

  • For Undergraduate Out-of-State Supervision - A Travel Leave Requisition is necessary, indicating the appropriate University expense account number and including a supervisor’s signature. The supervisor’s signature on the Travel Expense Voucher will also be needed.

  • For Out-of-State Graduate Supervision - A Travel Leave Requisition is necessary, indicating the appropriate university expense account number. Additionally, the Graduate Dean’s signature approval is necessary for graduate SGOCE program travel. The Travel Expense Voucher will need to be signed by the Dean.

If you are traveling on a grant, please refer to the grant documentation regarding any stipulations about travel. Airfare costs should always be the lowest available rate. For specifics, please refer to the grant documentation.

Contact the Grant Office to determine how much advance notification your grant agency requires and what limitations the grant places on travel, if applicable. Regulations can differ among grants. The Grant Office can also tell you if your grant agency requires you to submit any special reports.

Non-travel expenses incurred on a trip (i.e. printing, mailing expense, etc.) may be reimbursed using the Travel Expense Voucher but must be authorized by the Grant sponsor and listed by the appropriate object codes.

A university travel advance is an advance issued in the form of a check from the Treasurer’s Office. The timely clearing of this receivable account is the responsibility of the individual.

When are Travel Advances Provided?

Travel advances may be provided when all other methods of university travel guidelines have been exhausted. These advances are granted only under extraordinary circumstances and must be reviewed and approved by the Procurement Director and/or the Treasurer, depending upon the dollar amount of the request.

In such cases, the following must occur:

  • The traveler or the Department Head/Chair/VP must sign the Cash Advance form, which is completed by the Payment Coordinator in the Treasurer’s Office.
  • The requisition must be submitted to the Procurement Department.
  • A pro forma invoice must be provided for hotel stays if:
    • The hotel will not accept a Purchase Order
    • There is no substitute hotel in the immediate area which will accept a university Purchase Order
  • In instances where the vendor is not a hotel (i.e. theater, campground, etc.) and will not accept a university PO, and for which there is not a substitute, a pro forma invoice must also be submitted.
  • In instances of airfare, a passenger receipt/flight coupon must be submitted. The Procurement Department will work with you in the event the vendor will not accept a Purchase Order.

By signing the Cash Advance Form, you agree to return the appropriate documentation/surplus cash to closeout the Cash Advance within a week after the travel occurs.

Caution: Failure to properly account for advances will result in the suspension of a future advance privileges and/or deductions from future reimbursement requests.

Traveler’s Responsibility Agreement

In cases when a PO is issued to a Travel Agency, the traveler must sign a Responsibility Agreement for prepaid travel. This Agreement states that all original invoices and receipts will be submitted to the Treasurer’s Office upon completion of the travel.

Expense Reporting

Travel Expense Vouchers should be submitted within 30 days of the completion of each trip. If you do not file your Travel Expense Voucher within the required time after the completion of the trip, you will receive no additional university reimbursements for subsequent trips until the outstanding voucher is cleared.

At the end of each fiscal year (June 30th), your Travel Expense Voucher must be submitted within 7 days in order to comply with the University's fiscal timelines.

You should submit one Travel Expense Voucher per trip/conference expenditure. All regular travel may be combined on a single Travel Expense voucher.

Reimbursement for expenses approved after the Travel Expense Voucher Audit will be mailed to your home per Audit requirements.

Approval/Authorization

All Travel Expense Vouchers must be approved by your supervisor or a supervisor’s designee who has the appropriate transaction authority, and signed on the approval line. Please note that Department chairs or their designee must approve a faculty member’s travel.

Caution: No matter who fills out and approves the form, the traveler is responsible for:

  • The form's preparation
  • Compliance with policy and grant or contract terms
  • Accuracy (e.g., no amount was requested or received from any other funding source)

Reimbursement Information

You must provide the following information to be reimbursed for expenditures:

  • Description of the purpose of the trip
  • Exact amount and date of expense
  • Copy of conference or group meeting registration documentation

Reimbursement Documentation

You must submit the following documentation along with your Travel Expense Voucher for reimbursement:

  • Original air or rail passenger receipt or ticket stub which denotes amount tendered (indicating date)
  • Refund Exchange Notice (if there were any changes in tickets)
  • Original itemized hotel bill indicating zero balance due
  • Original rental car agreement indicating payment
  • Original receipts for all miscellaneous expenses
  • Quotation for airfare incremental costs incurred for personal travel, if applicable

Meals will be paid at the contractual rate unless included as part of the conference or activity

Please request a receipt for any ticketless travel.

Original bills or receipts must be submitted. Receipts, including cash register receipts, must include:

  • The name of the vendor
  • Location
  • Date
  • Dollar amount

If your Travel Expense Voucher is incorrect or incomplete, more information may be requested via telephone or email. The Voucher may be returned to your department for corrective action. This may result in a delay, non-reimbursement, or reduction of specific items

Caution: Alterations of receipts will be reported to the Vice President of Finance/Treasurer.

Unacceptable Receipts

Photocopies of receipts and restaurant tear tabs are not acceptable.

Detailed meal receipts are necessary. This is to enable the University to conform to the university and grant policies of no alcohol consumption.

Guidelines for Tips and Gratuities

Tipping a porter, bellman, chamberperson, or waitstaff should be based on the quality of service rendered. The university will reimburse reasonable gratuities. The following are suggested guidelines:

  • Airport porters: $1 per bag
  • Hotel bellmen: $1 per bag
  • Restaurant waitstaff: 15%
  • Chamberpersons: $1 per night
  • Taxi drivers: 15%

Please check local customs for appropriate tipping when traveling abroad. Some hotels and restaurants include a gratuity in the price, in which case a tip is not necessary.

Converting Foreign Currencies

When you pay directly in foreign currencies for expenses incurred you are reimbursed in United States dollars at the actual exchange rate for the travel period. Receipts such as foreign currency exchange receipts or credit card billing statements must support those expenses.

All expenses must be recorded in United States dollars with the currency conversion rate clearly noted on the Travel Expense voucher and on all supporting receipts. During a Voucher Audit, the Payment Coordinator will use the conversion rate listed on the internet to check for reasonableness.

Other Reimbursable Expenses

You may be reimbursed for the following miscellaneous expenses:

  • Additional insurance on rental vehicles
  • Business phone calls
  • Cellular phone use for business calls
  • Currency conversion fees
  • Faxes for business purposes
  • Food and non-alcoholic beverages
  • Gasoline for rental cars
  • Ground transportation
  • Parking
  • Personal car mileage
  • Postage for business expense
  • Seminar fees (these can be direct paid)
  • Taxis
  • Tips
  • Tolls
  • Required vaccinations for foreign travel

Caution: This list of reimbursable expenses is intended to be representative, not comprehensive.

Non-Reimbursable Expenses

You will not be reimbursed for the following miscellaneous expenses:

  • Airline upgrades
  • Airline club membership dues
  • Annual fees for personal credit cards
  • Auto locksmith charges
  • Barbers and hairdressers
  • Car washes
  • Clothing (i.e. socks, pantyhose)
  • Credit card delinquency fees/finance charges
  • Expenses for travel companions
  • Expenses related to vacation or personal days while on a business trip
  • Flowers
  • Health club facilities, saunas, massages
  • In-flight telephone charges
  • Kennel fees and pet care while on travel status
  • Laundry charges
  • Loss/theft of cash advance money or university-paid airline ticket
  • Loss/theft of personal funds or property
  • Lost baggage
  • Magazines, books, newspapers
  • Mini-bar refreshments
  • Monthly service charges for personal cellular phones
  • Motor vehicle violations (parking tickets, speeding tickets, etc.)
  • Movies (including in–flight and hotel in-house movies)
  • Non-compulsory insurance coverage (annual fee)
  • Optional travel/baggage insurance
  • Personal accident insurance
  • Personal entertainment, including sports events
  • Personal property insurance
  • Personal calls on cellular phones
  • Personal toiletries such as toothpaste, toothbrushes, etc.
  • Personal postage costs, including postcards
  • Rental car upgrades
  • Routine car maintenance/tune-ups
  • Shoeshines
  • Souvenirs/personal gifts
  • Tobacco products

Caution: This list of non-reimbursable expenses is intended to be representative, not comprehensive.

Taxes

Hospitality and meal taxes are reimbursable. However, state sales tax in Massachusetts is non-reimbursable. Sales tax incurred for necessary expenses while traveling out of state is reimbursable.

Responsibilities

The major responsibilities each party has in connection with university travel policy are as follows:

You (The Traveler)

  • Obtain approval from your department for a trip.
  • Understand any departmental requirements, restrictions, or limits.
  • Make sure that any grant requirements (if applicable) have been met.
  • Minimize travel costs.
  • Report travel expenses by submitting a Travel Expense Voucher in a timely manner after completion of your trip. In order to expedite your reimbursement, please do not hold Travel Expense Vouchers until the end of the fiscal or calendar year.
  • Be responsible for the accuracy of all reported expenses.

Department

  • Inform all departmental employees of applicable travel-related university policies.
  • Inform travelers of any special departments, requirements, restrictions, or limits.
  • Approve all travel in advance.
  • Be responsible for the proper approval of all travel authorizations.
  • Review, approve, and submit all Travel Expense Vouchers in a timely manner.

University

  • The Procurement Department will act as an advisor for travel-related issues and information.
  • The Procurement Department will reimburse the traveler once the correctly completed and approved Travel Expense Voucher is received.
  • Ensure that authorized travelers, signers, and departments are informed that they are liable for their actions.

Forms

When you take a trip on university business you will need to use one or all of the forms listed below. All of the forms are available in the Treasurers Office. Your department might also keep a supply on hand.

Travel Leave Requisition

All university travelers must complete a Travel Leave Requisition two weeks before engaging in university-approved travel, with the exception of undergraduate in-state supervision.

Travel Expense Voucher

To report travel expenses after your trip so you can be reimbursed.

Cash Advance Request Form

When arrangements through the Procurement Department have been exhausted in relation to vendors (i.e., hotels, airfare, etc.) accepting purchase orders and the traveler can demonstrate the financial need to access university funds prior to travel, a Cash Advance Request Form may be completed for review by the Treasurers Office. Please be advised that each circumstance will be reviewed on an individual basis and may require additional information.

Passports, Visas, and Inoculations

In the event that travel abroad is required by the University and you do not have a passport, it is your responsibility to make arrangements for the forms/information needed for obtaining passports, visas, and any necessary foreign travel inoculations. Your department may be able to assist you with this. Allow 4-6 weeks if the passport is a first issue.

It is the intention of the Fitchburg State University Financial Services Office that this Travel Guideline Document will serve to assist you as you travel on behalf of the University.

Please feel free to address any further questions you may have directly to the Financial Services Office staff.

These definitions apply to these terms as they are used in this policy.

  • Business Expense: A charge for goods or services that fosters or supports the ongoing mission of the University.
  • Domestic Travel: Travel among any of the fifty United States, its possessions and territories. In the case of grants, domestic travel may be defined in the contractual documents.
  • Foreign Travel: Travel outside of the United States, its possessions and territories. In the case of grants, foreign travel may be defined in the contractual agreement.
  • Local Travel: Travel on approved university business in and around your official work place.
  • Official Travel: Travel on approved university business. Commuting between one's home and regular place of employment is not official travel.
  • Personal Expense: An expense not related to university business that you, personally, want or need, such as toiletries, newspapers, magazines, laundry services, or entertainment.
  • Grants: A university project sponsored by a federal or state grant or a contract from a public, private, or corporate party.
  • Sponsoring Agency: A state, federal or private organization that provides grants or contracts for university projects.
  • Transaction Authority: Authority given to particular representatives of the University to review and approve certain kinds of financially related transactions that commit the University to spend or receive funds, provide educational or other services, or otherwise utilize its resources. Transaction authority varies throughout the University. Please check your specific departmental guidelines.
  • Travel Advance Account: An accounts receivable account established for the traveler who receives an advance in the form of a Fitchburg State University check. This method is used only after exhausting all other forms of customary payments. This requires special approval and is given only under extenuating circumstances.
  • Trip Approval: Departmental authorization to travel on university funds.

Entities Affected by This Policy

The entire university community and parties traveling on approved activities of the university are affected by this policy.

Who Should Read This Policy

  • Anyone who travels on approved university business (with or without funding)
  • Employees who make travel arrangements for others
  • Employees who process travel documents

Related Documents

University Policies

  • Fitchburg State University Accounting Guide
  • Fitchburg State University Financial Handbook (in process)
  • Union Contracts related to employees of Fitchburg State

Other Documents

Grant Awards

OMB A-110: Uniform Requirements for Grants and Agreements with institutions of Higher Education, Hospitals, and Other Nonprofit Organizations

Got Questions? Contact us.