Kettering University
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1. Kettering University Vehicle Usage Policy Personal Vehicle Please see our Fleet Safety Program for driving eligibility Only personal vehicle use outside Genesee County is considered a reimbursable expense at 50 per mile driven Mileage must be claimed for reimbursement of personal vehicle usage Travel within Genesee County may be reimbursed on an exception basis if approved in advance by the employee s supervisor When considering personal vs rental usage calculate the cost of both to determine which is more economical Kettering will pay the cheaper rate If the destination is more than 200 miles per day a rental vehicle may be cheaper Kettering Fleet Vehicle Use fleet vehicles for business travel within the state of Michigan the border states Illinois Indiana New York Ohio Western Pennsylvania and Wisconsin Ontario and within a 300 mile radius of Kettering Occasions may arise when it is beneficial for the University to allow vehicles to travel outside the 300 mile radius determined on an individual basis by contacting the Transportation office at x7808 Fleet vehicle usage is restricted to KETTERING BUSINESS ONLY and vehicles may only be checked out for dates of travel Employees are encouraged to carpool whenever possible rather than checking out multiple vehicles for a single event Please see our Fleet Safety Program for driving eligibility Submit a Transportation Vehicle Request to request a fleet vehicle If you v2. Institution Content Business Office Forms and fax it to Kathy Goodrich in the Student Accounts office at 762 9603 Upon receipt of your Corporate Traveler Profile you will be authorized to make your travel arrangements through Superior Travel You can then make travel arrangements by calling any one of their three offices Grand Blanc 810 695 6170 Fenton 810 629 4270 or Davison 810 658 3711 To obtain the lowest rates book tickets at least 30 days in advance and not later than 2 weeks prior to travel Superior Travel has been instructed to obtain the most economical flight for the traveler based upon the limitations given by the traveler The traveler may make their own hotel and car rental reservations or use Superior Travel s services They maintain a corporate account therefore booking through Superior Travel could result in substantial savings on hotels and car rentals Please note In most instances the traveler is responsible for payment of hotel accommodations and car rentals regardless how booked they are not paid for in advance unless Superior Travel is able to book hotel and car rental as a package destination AIRLINE TRAVEL Reserve all airline travel through Superior Travel our designated travel agent If you decide to not use Superior Travel and can find a cheaper fare elsewhere you may request an advance and turn in a receipt for reimbursement from Kettering upon the conclusion of travel Superior Trav
3. for a period of no less than one year from date of travel Failure to comply may result in suspension of all travel for the department The Business Office conducts periodic audits to ensure compliance with this policy available on the Business Office Intranet on Blackboard at MYFILES Institution Content Business Office Forms Kettering U niversity Travel Policy TRAVEL ADVANCES Travel advances are to cover out of pocket expenses when an employee as part of his or her job or on behalf of Kettering is required to travel outside the local area Submit requests for advances using a Kettering Funds or Materials Request form KU 4 to the Student Accounts office at least 5 business days prior to the regular check draw You may submit the request well in advance of the actual travel date and the check will be available on the draw date prior to the date of departure In order to receive advances you must sign a Kettering University Voluntary Wage Assignments form This agreement will remain in effect throughout your employment with Kettering University Petty cash travel advance When requesting a travel advance of 300 or less you may submit a Funds or Materials Request form KU 4 for petty cash to the Cashier s Office hours of operation posted on Kettering s web site under Business Office Departments Student Accounts Cashier Return excess unspent funds along with the employee travel report as soon as possible but
4. office 1 200 CC is open from 7 00 to 11 30 a m and 3 00 to 4 30 p m Monday through Friday As the number of fleet vehicles is limited please adhere as closely as possible to scheduled departure time date and return time date Vehicles scheduled for departure will be held for thirty minutes beyond the scheduled pickup time recorded on the request form To hold your vehicle past the requested departure time contact the Transportation office at x7808 Vehicles not picked up within that time frame may be rescheduled Kettering University Vehicle Usage Policy Fleet Vehicle Priorities The Transportation office fulfills fleet transportation requests based upon the following priorities 1 Recruiting Purposes Admissions and Corporate Relations 2 Fifth Year Trips 3 Kettering Business Purposes In plant programs corporate visits Development public relations matters student field trips with faculty Seminars workshops and faculty research 4 Professional Societies Submit a Transportation Vehicle Request at the earliest possible date In those cases where a vehicle shortage exists and there are conflicts with trips of equal status the request with the earliest date will have priority Rental vehicles Please see our Fleet Safety Program for eligibility This option may be used when it is the most practical and economical means of transportation When renting locally it is the responsibility of the traveler to make vehi
5. travel warnings you can check travel warnings on the US Department of State s web site at http travel state gov Submit the following to the Purchasing department so that we can secure appropriate insurance coverage 1 a copy of the itinerary at least 14 working days prior to any work related travel outside the United States and Canada and 2 acompleted International Travel form EMPLOYMENT TERMINATION Employees must clear any outstanding cash advances or airline ticket advances with the Student Accounts office prior to leaving employment with Kettering University The University retains the right to withhold an employee s last paycheck until all University property is returned and debts are paid in full VEHICLE USAGE See Vehicle Usage Policy amp Fleet Safety Program PROBLEMS QUESTIONS COMMENTS Advances Rental Vehicles Kathy Goodrich x9794 kgoodric kettering edu Business Travel Insurance Kathleen Remender x9815 kremende kettering edu Fleet Safety Program Kathleen Remender x9815 kremende kettering edu On line Travel Report Pat Jarbeau x9562 pjarbeau kettering edu Pre travel ouesions eee Kathy Goodrich x9794 kgoodric kettering edu Travel Report cere Kathy Goodrich x9794 kgoodric kettering edu Vehicle Usage Policy Kathleen Remender x9815 kremende kettering edu available on the Business Office Intranet on Blackboard at MYFILES Institution Content Business Office Forms
6. within 30 days of travel The traveler will be reimbursed for any authorized expenses incurred above the amount of the advance EMPLOYEE TRAVEL REPORTS Report the expenses incurred on an Employee Travel Report KU 23 to be reimbursed Please fill the report out accurately include original receipts have it signed by the employee s supervisor and turn it in no later than 30 days after the expense or completion of travel Expenses to be reported include but are not limited to airline tickets car rentals conference registration gas hotels meals mileage taxicabs tolls etc The Per Diemrate is 129 day and includes three meals lodging and tips It is not valid for first day of travel if travel begins after mid morning only 2 meals or for the last day of travel no lodging Conferences Submit a Kettering University Funds or Materials Request form KU 4 for conference registration fees etc to the Accounts Payable office prior to the conference If registration fees are not prepaid include the amount in the Employee s Travel Report and attach the original receipt available on the Business Office Intranet on Blackboard at MYFILES Institution Content Business Office Forms Kettering U niversity Travel Policy ACCOUNTABLE PLAN Kettering University has a very flexible travel policy that was developed by a team and provides managers with significant discretion Managers are responsible for their travel bud
7. Contact the Purchasing department 5 600CC or phone 762 9815 15 Employee Name Departure Date Destination Business Purpose Name Relationship to Employee Supervisor Vice President KETTERING UNIVERSITY TRAVEL CONTACT Return to Work Date TRAVEL ARRANGEMENTS Circle One IF Air Time of Time of Airline Car Other Flight Departure Arrival if other describe LODGING ARRANGEMENTS City S tate Phone Dates of Lodging Confirmation EMERGENCY CONTACT INFORMATION APPROVALS Department Copy Retain one year for auditing purposes Since Superior Travel Service Corporate Traveler Profile 1967 Rental Car Information Preferred Car Size Econo Compact Mid Full Luxury circle one Car Company ID Car Company ID Car Company ID Hotel Information Hotel Acct Number Hotel Acct Number Hotel Acct Number Additional Information Address 1700 W Third Ave Dept City Flint ST MI Zip 48504 Personal Information Legal Name Last First Title E Mail address Business Cell Phone Phone Home Phone Admin Assistant E Mail addr Admin Assistant Business Phone Extention Cell Phone Passport Information optional Passport Number Your Citizenship Legal Name on Passport Place of issue Date of Birth Place of birth Emergency Contact Phone number Airline Preference amp Frequen
8. Kettering U niversity Travel Policy User Manual Revised February 26 2010 Kettering U niversity Travel Policy User Manual TABLE OF CONTENTS PAGE ORIENT 1 Approval for travel c cicncceteciicsssngned ee sugges siete ENNEN E ENEE NEREENE ea DEDE ENEE NEE 1 Travel Contat form T 1 Trav adyan ES TTT 2 Employee Travel HRenorts see eee 2 tee et Ee EE 3 Designated travel agency sese eree ee eee eee eree eenn 4 AIRING EE geesde ie deet ee tee 4 Business travel insurance eee ee eee ee ee eee eee yeee eee eee ee eee eenn 5 Employment Termmmaton AANEREN EEN EEN 5 Vehicle Usage EE 5 Problems Questions s isseire entai rae ear dee dee airala dirati 5 ATTACHMENTS Vehicle Usage elle 6 8 Fleet Satety Programm perea EEE E E a eE SEESI 9 Motor Vehicle Report Policy sse eee eee ee eee eee 10 Motor Vehicle Report Authorization sse e eee ee 11 Funds or Materials Request KU A1 tn rnrnrnenrnennnnnn nenene nenene nenene 12 Employee Travel Report RU 231 13 Voluntary Wage Assignments Tomm 14 International Travel Tomm 15 Travel esl Tae EE 16 Superior Travel Corporate Traveler Profile 17 le SX secession een rea ew rege eden ee Pe ee ae 18 Kettering U niversity Travel Policy PURPOSE Kettering s Travel Policy recognizes the fact that travel is a necessary part of the University s success and is geared to make travel as convenient and as administratively simple as is possible The Travel Policy satisfies the Internal Re
9. all University employees volunteers or agents who drive to conduct University business The University reserves the right to review the driving record of any driver relating to the operation on any owned rented borrowed leased or other Kettering University vehicle If any one of the following applies the driver s past driving record will be reviewed for accidents violations or to assess suspensions or restrictions under this policy e driver is a job applicant or an employee where driving is a condition of employment or e driver has routine access to vehicles for the purpose of conducting University business Purchasing reviews Motor Vehicle Reports MVRs of those employees where driving is a condition of their employment at least annually to ensure safe driving practices Kettering University maintains an Approved Drivers list sorted by departments with secure access Departments should provide Purchasing a list with license information of those drivers who drive to conduct University business If an employee is not listed they may submit a Motor Vehicle Report Authorization form available on the Business Office Intranet on Blackboard at MYFILES Institution Content Business Office Forms authorizing Purchasing to obtain a current MVR Departments are not to allow an unacceptable driver to drive any vehicle on Kettering business Purchasing will obtain Michigan Motor Vehicle Reports MVRs prior to a company vehicle being rele
10. ased Employees with out of state licenses are responsible for providing Purchasing with a copy of their MVR MVRs are valid for one year from the date issued Please see the Motor Vehicle Report Policy for driver eligibility information Purchasing is authorized to deny a vehicle to anyone if there is any reason to suspect the fleet vehicle may not be operated safely Individual departments may impose additional standards restrictions or driver education or training requirements This Fleet Safety Program is in addition to any requirements standards operating restrictions or suspensions imposed by law Personal vehicles driven on Kettering Business Kettering University allows employees to drive personal vehicles on University business The same driving criterion applies to driving personal vehicles Kettering University Motor Vehicle Report Policy A Motor Vehicle Report MVR is considered unacceptable if it includes One of the following serious violations during the past three years reckless or negligent driving driving while impaired by or under the influence of alcohol or drugs homicide negligent homicide or involuntary manslaughter by vehicle fleeing or attempting to elude police officers driving without a license or while license is suspended or revoked hit and run or failure to stop after an accident evading responsibility after an accident major speeding 20 or more MPH over limit Two of the following occu
11. c cast evens Approved Approved Less Other Prepaid Registrations amp Deposits Extended Audited Amount Kettering Accounting Approval Due Em ployee Accounting Use Only C Venora Account Document InvoicelDesc Inv Date Due Date CL EE VEER To Too SS E EECH e 13 Kettering University Travel Policy KETTERING UNIVERSITY VOLUNTARY WAGE ASSIGNMENTS understand that any cash advance made to me by Kettering University may be recovered through a payroll deduction Kettering University may perform a payroll deduction for the amount of any advance if an advance is not returned in equal funds or vouchers within a time period considered reasonable by the Kettering University Business Office also understand that this voluntary wage assignment will stay in effect throughout my employment with Kettering University Employee Signature KETTERING UNIVERSITY INTERNATIONAL TRAVEL Employee Name Departure Date Return to Work Date Destination Business Purpose Travel arrangements for Airplane CO Yes Car O Yes Other please indicate Will any part of this trip be recorded as vacation O No D Yes from through If yes please contact the Benefits Office to assure that your personal insurance coverage will extend in the event of a non work related claim Forward this form with your itinerary to the Risk Management Department 5 941CC APPROVALS Supervisor Vice President Questions
12. cle rental reservations whether through Superior Travel at any one of their three offices Grand Blanc 810 695 6170 Fenton 810 629 4270 or Davison 810 658 3711 or through individual rental agencies When renting a vehicle through an individual agency the traveler must use a major credit card with a minimum 300 credit line For the traveler s convenience Superior Travel will reserve a vehicle at the same time you book airline reservations Using the Kettering account number guarantees unlimited mileage Kettering account numbers rental phone numbers and web sites are as follows Alamo 138566 1 800 GO ALAMO or alamo com Avis B588600 1 800 230 4898 or avis com Budget T372600 1 800 404 8033 or budget com Enterprise 59E1868 1 800 RENT A CAR or enterprise com Hertz 1771122 1 800 654 2210 or hertz com National 5450771 1 800 CAR RENT or nationalcar com Traffic Violations Kettering University will NOT be responsible for payment of traffic citations incurred while an employee is driving either a personal or fleet vehicle on University business Both moving and nonmoving violations are the driver s personal responsibility Please note Anyone driving on Kettering business must have an approved MVR Authorization form on file in the Purchasing department All cell phone use whether for personal or business reasons is prohibited while driving University vehicles or while otherwise driving for University business Kettering U niversity Veh
13. d Never return a vehicle with the gas tank empty unless the rental agreement specifically states to do so Rental agencies levy refueling costs which normally are twice the pump price Non fueling of a rental vehicle requires an explanation on the expense report Be aware that you may be charged an additional fee of 50 100 and possible loss of the unlimited mileage option occur if the pick up and drop off points are different If only one person is operating the vehicle the smaller the vehicle the cheaper the charge If other members in the traveler s party will be sharing the driving their names must be listed on the contract at the time of rental If a vehicle is going to be used for an extended period more than 4 days consider the weekly rate versus the daily rate Kettering U niversity Fleet Safety Program GENERAL STANDARD University faculty and staff may be authorized to operate Kettering University s vehicles to conduct University business provided the employee driver is at least 18 years old has an appropriate and valid U S driver s license for the vehicle being driven has reasonable experience driving the type of vehicle being used and could reasonably be expected to operate the vehicle in a safe and prudent manner Drivers are required to comply with Michigan law and Kettering University s Fleet Safety Program DRIVING RECORD REVIEWS Kettering University will periodically review the driving record of
14. e questions regarding the request or procedure contact Transportation at x7808 Any person requesting or driving a fleet vehicle must have a valid driver s license and their license number and license expiration date must be on file with the Transportation office Only Kettering employees or other authorized individuals are permitted to drive University vehicles Unauthorized drivers and guest passengers including spouse or relatives are afforded NO protection under the University s insurance policy You must immediately report any accident that occurs while you re driving a Kettering vehicle on business to a local law enforcement agency and to either Kathleen Remender in the Purchasing department at 800 955 4464 x9815 or Nadine Thor in the Human Resources department at 800 955 4464 x7904 If after hours please call Campus Safety at 800 955 4464 x9501 If a police report is needed it is your responsibility to provide a copy to the Purchasing department See the envelope in the glove box for additional information instructions necessary forms and proof of insurance letter from our insurance company If another vehicle is involved be sure to obtain the names and addresses of witnesses If witnesses are reluctant to provide this information record the license plate number of two or more cars that have stopped Be sure to obtain the name and address of the insurance company with whom the other driver is insured The Transportation
15. el will obtain the most economical flights for the traveler based upon the limitations given by the traveler for a processing fee 30 domestic flights and 50 international flights We recommend you purchase a more expensive refundable ticket if there is a possibility of cancellation to avoid the 50 150 processing fee for reissuing tickets Whenever possible purchase tickets 30 days in advance of the flight to receive the economy rate and consider a Saturday night stay over in order to obtain the lowest air fare Use the lowest fare available at the time of booking flights and do not select a carrier based on the availability of Frequent Flyer Miles A quoted fare is only valid when it is quoted especially during a price war Fares can and do change at any time Reserve your flight s at the time of initial inquiry if the price quoted is acceptable On some airlines you can arrange seating assignments up to 90 days in advance of the flight The airport controls 30 40 of seating capacity When a ticket is reissued previously assigned seats are automatically canceled and new seats are assigned based on availability The airlines cannot guarantee the same seat assignments Check in time is normally 60 90 minutes prior to departure for domestic flights and 2 3 hours prior to departure for international flights Superior Travel will e mail e tickets directly to you Please immediately verify them for accuracy Internat
16. friend 3 Funds or Materials Request 2 12 G guest passengers 6 H hotel 4 insurance 1 2 3 5 6 8 insurance claim 1 18 intermediate standard size vehicles 3 8 international travel 2 3 4 5 15 meals 2 3 mileage reimbursement 6 Motor Vehicle Reports MVRs 9 MVR Authorization 7 9 11 P per diem 2 personal items 3 petty cash 2 prepaid expenses 3 processing fee 4 R refundable ticket 4 registration fees 2 rental car contract 3 S schedule changes 4 6 seating assignments 4 snacks 3 spouse 3 6 Superior Travel Services see designated travel agency T traffic violations 7 travel advances see advances travel budgets 3 Travel Contact 1 2 16 travel request 1 travel warnings 5 U unlimited mileage 7 8 unused airline tickets 3 V Vehicle Request 6 7 vehicle fleet 6 9 vehicle fleet restrictions 9 vehicle personal 6 9 vehicle rental 7 visas 5 Voluntary Wage Assignment 2 14 W work permits 5 Workers Compensation 1 5
17. gets and any Employee Travel Reports they sign Our business expense reimbursement plan Travel Policy meets the definition of an Accountable Plan for Federal Tax purposes Because of this employees do not have to report business expenses when they prepare their personal tax returns To protect our Accountable Plan managers must exercise sound judgment when approving expense reports Under our Accountable Plan every travel report must State the Business Purpose where and why Detail any entertainment expense who what where when and why Include receipts for gas auto rental and lodging Limit meals to 45 day prior approval is required to exceed this amount Include meal receipts whenever 25 or more Include airline ticket receipts and itineraries Be submitted within 30 days of return Exceptions Extra ticketed events at conferences other than meals are not reimbursable Any expense for a spouse child friend traveling with you is not reimbursable Meal expenses should include any tips which should not exceed the customary 15 rule Alcohol snacks and personal items are not reimbursable Employees are expected to eat meals paid for as part of a conference fee unless approved in advance by the appropriate manager Reminders Exchange unused airline tickets toward the purchase of another ticket in the same name within 90 days of the original departure date Notify designated travel agency and the Studen
18. icle Usage Policy Please consider the following when getting a rental vehicle K The recommended vehicle is an Intermediate size Standard size Any upgrade in vehicle size will be at the traveler s expense Do NOT purchase insurance when traveling in the United States Reserve and rent the vehicle in Kettering s name for insurance purposes DO purchase additional insurance when traveling outside the United States If you have any questions regarding this please call the Purchasing department at x9815 Always check your bill to insure you are getting the rate quoted or the corporate rate It is cheaper to rent from an off site vehicle rental facility They have courtesy pick up and delivery to and from the airport It is up to the individual to find the most economical vehicle rental rate when not utilizing the services of our travel agent Lower promotional rates occasionally are offered by vehicle rental companies Inspect the vehicle inside and outside and report anything wrong with the rental vehicle before leaving the rental agency s lot This is for your protection and liability With an unlimited mileage policy many destinations within a reasonable distance can be driven to instead of flown to at a much lower cost Determine the expected mileage If it exceeds the daily limitations a more expensive rental with unlimited mileage is recommende
19. ional Travelers It is your responsibility to check for schedule changes with the airline your flight has been booked through Kettering U niversity Travel Policy BUSINESS TRAVEL INSURANCE Domestic Travel Kettering University provides broad insurance coverage for all Kettering employees who travel while on University business Kettering University carries Michigan Workers Compensation insurance for our Michigan employees Any employee who will be paid by the University and will be working in a state other than Michigan for a minimum of 30 days must notify the Purchasing department so that we can obtain appropriate Workers Compensation insurance coverage International Travel You must obtain approval from your supervisor and vice president for all international travel any work related travel outside of the United States excluding Canada prior to making travel arrangements The following links may help you determine specific requirements for your travel outside the United States relating to visas work permits medical mandates etc Country specific embassy and consulate contact information is provided to assist you with questions regarding your international travel http Awww zvs com site Visa http www pueblo gsa gov cic_text travel foreign foreignentryreqs html http www cdc gov Please note that travel to some countries is excluded Our insurance coverage will be voided if the U S Department of the State has issued
20. rrences during the past three years speeding less than 20 MPH over limit speed greater than reasonable or prudent or too fast for conditions failure to yield failure to obey traffic sign or signal improper backing turning or passing following too closely careless operation of vehicle any other moving violation at fault accident Three of the following occurrences during the past three years defective equipment oversize or overweight load operating without required equipment or warnings other equipment violations not at fault accident Overall Evaluation Poor driving habits off the job will occur on the job as well Therefore Kettering University considers both business and personal use when evaluating MVRs 10 Kettering University Motor Vehicle Report Authorization State of Michigan Please complete print sign date amp forward this form to Purchasing Rm 5 600CC We will forward a copy of your MVR to you at the address you specify below Name Last Middle Initial Date of Birth Month Day Year Driver s License Number Forward copy of MVR to check one home address work addres contact address Student drivers provide the following Section Destination Departure Return date Contact understand that a request for a copy of my motor vehicle report that may contain public record information is required hereby authorize without reservation any par
21. t Accounts office of cancelled trips prior to the departure date or the unused e tickets remain as an outstanding personal advance and may be reported as taxable income Return excess unspent funds along with the employee travel report as soon as possible Rent only intermediate standard size vehicles in Kettering s name Do NOT purchase additional insurance when traveling in the U S but DO purchase insurance for international vehicle rentals List Kettering University on rental car contract first and the employee second Managers should review our travel policy with new employees before they travel The IRS requires that employees report prepaid expenses for example airline tickets and or cash advances within 30 days of travel and return any excess advance not used Failure to do so will constitute the advance or prepayment to be treated as an advance of wages and it will be taxed accordingly If you have any questions contact Kathy Goodrich in Student Accounts at x9794 If you do not follow Kettering s travel policy your Travel Report or portions thereof may be rejected Kettering U niversity Travel Policy DESIGNATED TRAVEL AGENCY Reserve all airline car and hotel travel arrangements through Kettering s designated travel agency Superior Travel Services Inc To get started simply print and complete a one time Superior Travel Service Corporate Traveler Profile located on the Business Office Intranet on Blackboard at MYFILES
22. t Flyer Information Preferred Seating Aisle Window circle one Preferred Airport Flint Detroit Other Frequent Flyer Information Airline Acct Number Airline Acct Number Airline Acct Number THANK Credit Card Information optional For Hotel Guarantee Card Type Acct Exp PIN Name on account Signature X For Airline Tickets Card Type Acct Exp PIN Name on account Signature X We appreciate your business and look forward to working with you Superior Travel Service Locations in Grand Blanc Fenton and Davison Please Fax to Kathy Goodrich Student Accounts office at 810 762 9603 Questions call 810 762 9794 or e mail kgoodric kettering edu YOU 17 INDEX A accident 6 9 accountable plan 1 2 3 additional insurance 3 advances 2 3 5 airline tickets travel 2 3 4 alcohol 3 authorized approval 6 B Blackboard 1 2 4 5 business travel insurance 5 C cancellation processing fee 4 candidate 1 car rental 4 cell phone use 7 child 3 conferences 2 3 corporate account 4 8 Corporate Traveler Profile 2 4 17 D designated travel agency 3 4 7 domestic travel 5 driver s license 6 9 driving eligibility 6 9 driving record reviews 9 E economy rate 4 Employee Travel Report 2 3 13 employment 5 9 extra ticketed events 3 F fleet vehicle priorities 7 fleet vehicle restrictions 6
23. ty or agency contacted by you Kettering University to request and furnish a copy of my Motor Vehicle Report understand that this information may be in the files of any state or local agency 03 01 2010 Signature Date BUSINESS OFFICE USE ONLY Receipt Date Approved or Denied Initials 11 KETTERING FUNDS OR MATERIALS REQUEST 661669 SUGGESTED SUPPLIER PAYEE FOR PURCHASING DEPT Bookstore TET Check Mail O Hold O P O NO Petty Cash TERMS DELIVER TO Origination Date 3 1 2010 P O Mail oO Hold oO SHIP VIA FOR Date Needed Supply am 1 D NO DESCRIPTION amp ESTIMATED COST Contact Person AUDIT Approved by APPROVED Received by Filled by VENDOR NO INDEX NO ACCT NO INVOICE NO INVOICE DATE DUE DATE AMOUNT DISC 1099 KU 4 Rev 10 98 KU 23 2 02 96 Kettering University TR 55953 EMPLOYEE TRAVEL REPORT of Travel gg errn Banner ID Destination city cities Purpose of Trip Expense Reimbursement check pick up in the Cashier s Office CE HR CurrentRatepermie 6 05_ Teta _ Mileage Expense EE Gas UnivAutoorRenta T T T T T To Paing Ooo o o T T T T T e TSS H oe bert CC GC A T TTT Atare TTT Beatas TTT Meals amp Entertainment for Others Directly before or after a business discussion Description amp Place Person amp Company Business Purpose Other Telephone Miscellaneous Expenses ect Description Signed Se ee eren S Pf
24. venue Service s Accountable Plan guidelines and internal accounting controls Kettering wants those who travel as part of their job to do their job not to be burdened by paperwork The following pages outline basic policies intended to support Kettering faculty and staff in meeting their travel obligations APPROVAL FOR TRAVEL Before making formal travel arrangements complete your department s travel request form and have it signed by your supervisor or department head Keep the completed request form on file in the employee s department for emergency purposes If possible include hotels telephone numbers and confirmation numbers on this form Faculty Staff Candidates Human Resources normally pays for the travel associated with employee interviews however if the candidate changes a ticket the interviewing department is responsible for paying for a second ticket TRAVEL CONTACT FORM Once formal travel arrangements have been made complete a Travel Contact form and have it signed by your supervisor This form provides evidence that the traveler is on University business and may be critical in the event of an insurance claim Workers Compensation claim or other litigation Current departmental travel forms may be used if revised to include the information required on the Travel Contact form It is the supervisor s responsibility to keep the Travel Contact form on file in the employee s department for emergency purposes
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