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ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT

Accounting Corrections/Journal Entries
Check Requests
Checks Manually Produced
Encumbrance Accounting Policy
Monetary Advances
Personal Service Payments
Travel Policy
Recruiting Policy
Use of Personal Vehicles for University Business

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Use of Personal Vehicles for University Business

Effective January 1, 2013, the mileage reimbursement for use of personally owned vehicles is 56.5* cents per mile. An EXPENSE REIMBURSEMENT envelope (see example), or a DEPARTMENT PURCHASE ORDER (see example) with an attached MILEAGE REIMBURSEMENT REQUEST (see example) should be submitted for reimbursement of this rate.

Mileage reimbursement for in-town use of personal vehicles will be limited to the distance from Trinity University to the destination when traveling on normal business days (i.e., when attending an all day conference held in downtown San Antonio, the mileage to be used should be the lesser of the distance from your home to downtown or from Trinity University to downtown).

An exception to this policy is allowed for travel to and from the airport, in which case mileage reimbursement is not limited to the distance from Trinity University to the airport. Travelers should use prudent judgment in determining the most economical means of transportation to the airport.

The traveler should log the beginning and ending odometer readings to substantiate the mileage.  Mileage expenses must be submitted within thirty (30) days after the last day of the trip.

NOTE: Employees who use their personal vehicle for University business should note that there is no University auto liability and/or collision coverage for personal vehicles used. The only coverage available would be whatever personal coverage the owner of the vehicle has.

*Updated from January 1, 2012 as mileage rate was 55.5 cents per mile.


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GENERAL INFORMATION
BUSINESS OFFICE:
          ACCOUNTING AND REPORTING
          ACCOUNTS PAYABLE AND EXPENSE REIMBURSEMENT
          CASHIER'S OPERATIONS
          PAYROLL
          SPONSORED PROJECTS (GRANTS)
          STUDENT ACCOUNTS AND STUDENT LOANS
CAMPUS SECURITY
FACILITIES MAINTENANCE
HUMAN RESOURCES
PURCHASING
RISK MANAGEMENT

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For further information, please call (210) 999-7306, or write to:

Trinity University
Office of Finance & Administration
One Trinity Place
San Antonio, TX   78212-7200

This page is provided to you for informational purposes.   Trinity University does not assume liability for omissions, typographical errors, or policy changes that are not updated immediately on this or other official university web pages.

This page was last modified on December 17, 2012.