Northeastern University

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Accounts Payable

Travel

Further information regarding Northeastern University's travel policy (booking travel arrangements/negotiated contracts offering discount travel rates) can be found on the Travel website.

Travel and Entertainment
If you travel and/or entertain for University business purposes, you will be eligible to apply for a no-annual-fee American Express corporate card through the Accounts Payable Department. These cards are to be used for University business only. Alternatively, you can charge travel and related expenses to your own personal credit card. Either way, you will receive a monthly bill from the credit card vendor, and you will be expected to pay the vendor directly for all your charges. You can obtain reimbursement from the University via an Expense Reimbursement Voucher. Accounts Payable will process properly completed vouchers within 5 business days of their receipt. Thus, in most cases you will receive reimbursement for travel before your credit card statement is due.

Grant-related travel
Travel Expense Vouchers for grant-related domestic travel do not need the approval of the Division of Sposored Projects Administration (DSPA).

Frequent travel and entertainment
If you travel and/or entertain for University business purposes as part of your core job responsibilities, you may be eligible for a Procard with travel privileges.

Travel arrangements for non-employees
If, as an administrative staff member, you make travel arrangements for others (job applicants, guest speakers, or students), you may be eligible for a Procard with travel privileges.

Business Meals
Original, itemized receipts are recommended for all meals, regardless of cost. It is necessary to provide the names of any other Northeastern personnel attending. However, receipts are required for all meals of $75 or more.

Expenditure Affadavit
This form should be used for whenever there is a legitimate university-related expenditure but the employee cannot find/locate the necessary receipt. It is still recommended that an employee attempt to obtain a copy of the receipt from the vendor. However, when this alternative fails, then this affadavit form should be used. We will monitor the use of these forms to ensure that employees do not rely on this form rather than retain original receipts on an ongoing basis.

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