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Travel Arrangements and Accounting Procedures

Travel Arrangements

Faculty members may make their own travel arrangements.  If driving a personal car, mileage expense ($.42 a mile) will be reimbursed up to the cost of the least expensive regular round trip airfare.  Gasoline expenses will not be reimbursed for personal vehicles (only for rental vehicles).  Faculty members should use a University Commercial Credit Card if available for their travel expenses. Remember that early booking may also result in lower airline prices, thus saving DePauw money as well as preserving the faculty member’s allotment of funds. For booking rental cars leaving from DePauw University, please use the Vehicle Rental Request on e-services; by policy, DePauw does not reimburse costs of insurance offered by rental car companies or pre-paid gasoline.

Accounting Procedures

To receive payment for all approved expenses, send a signed accounting-reimbursement-voucher-worksheet.pdf and all appropriate receipts within four week to Becky Wallace, 377 Julian. Reimbursements will not be made for amounts over those approved by the committee. If you are making a presentation at a conference, a copy of your paper must be submitted before reimbursement can be made. Receipts for reimbursement should be submitted within four weeks of the travel date.

Please note that the Internal Revenue Service holds that any reimbursement for expenses not covered by receipts should be treated as compensation and taxes withheld. To protect the faculty member as well as the University, all reimbursement requests are to be accompanied by original receipts for itemized expenses. Reimbursement will not be made in excess of original receipts.

There will be no retroactive funding of activities completed prior to proposal approval for any of the funds administered through Faculty Development.