The Institution policy is to reimburse travelers for all reasonable expenses for official travel in accordance with the following guidelines.
Institution personnel must obtain prior authorization, adhere to current Institution policy and procedures and conform to the specific requirements of applicable grants, contracts, and other restricted funds.
In order to be reimbursed for expenses incurred or to substantiate travel advances and prepaid expenses, a traveler must submit a signed Travel Expense Voucher accompanied by appropriate receipts. The completed Travel Expense Voucher and receipts must be submitted to Accounts Payable within 60 days of the traveler's return from each trip. If not, the reimbursement will become taxable income under the IRS Accountable Plan rules (Publication 463 Travel, Entertainment, Gift, and Car Expenses). In this situation the Institution will pay reimbursement via payroll and the appropriate taxes will be withheld.
This policy applies to WHOI employees and non-employees for whom travel authorization has been established and approved.
The Procurement Manager is authorized to make exceptions to this policy and applicable procedures when circumstances warrant. All requests for such exceptions should be made to Accounts Payable.
Last updated: September 25, 2015