The travel program, also a part of Accounts Payable, is responsible for assisting and reimbursing employee's travel on behalf of the university. In order to document the business purpose of university travel, a claim must be completed and approved for any university business-related travel for which the university incurs expense (airfare or car rental charged to a university purchasing card) even if the traveler requests no reimbursement.
Furthermore, Accounts Payable is responsible for assuring compliance with the State of Nevada, Nevada System of Higher Education and the University of Nevada, Las Vegas rules, regulations and policies relative to the expenditure of university funds.
Employees, Student, or Volunteers (who have been processed by UNLV Human Resources) are eligible to travel on UNLV official business. A person traveling 75 miles or more outside of Las Vegas are considered to be in Travel Status. If traveling by airplane, Travel Status begins two hours before the scheduled flight departure time (three hours for international travel) and ends at the arrival time shown on the flight itinerary.
A travel advance may be requested by UNLV students and employees in travel status on official UNLV business. Volunteers may not request a travel advance. The purpose of the travel advance is to assist travelers with out of pocket expenses for meals while in travel status.
A person traveling on official business for UNLV should choose the least expensive mode of transportation available when total travel time and cost of transportation are considered. With very few exceptions, only coach/economy class airfare will be reimbursed to travelers.
Many domestic airlines now impose baggage fees for checked baggage, and a smaller number charge for carry-on luggage also. When such charges are raised by an airline, an allowance is available subject to the satisfaction of policy requirements.
UNLV’s rental car policy is dictated by the State Administration Manual (S.A.M. 0218.0) the following procedures are mandatory when renting vehicles. This policy applies to University employees and registered volunteers.
Personal automobile mileage is available for employees (including volunteers, graduate assistants and student workers) at the standard mileage reimbursement rate for which a deduction is allowed for travel for federal income tax.
As part of the search process, the top three candidates for an advertised permanent position will be invited to the UNLV campus. In the case of candidates located more than 75 miles from the UNLV campus, the traveler will be in travel status for the duration of their visit.
Authorization to travel should always be obtained prior to travel, even if the expenses are being paid by another entity ( approval can be obtained by email and/or submit business leave for Worker's Compensation insurance purposes. Upon completion of travel, the Spend Authorization should be referenced on the Expense Report to appropriately utilize the previously committed funding.
An important element of correctly recording travel expenditures are object and sub-object codes that are required based upon the type of fund that you use (includes P-card charges for travel expenses).
When a reimbursement is requested by an individual (or group), the university is being asked to assume responsibility for the costs of those products or services. In this process, the university requires and takes ownership of the original receipt of purchase.
When travel abroad is involved, claims for reimbursement must always be made in U.S. dollars. It is the responsibility of the traveler to convert whatever currency they use into U.S. dollars prior to submission of their claim.
When traveling overseas, there may be a need for translation services. Translation tools are available online and they enable individuals and businesses to translate documents, websites, and typed text for a variety of needs.