Student Day Travel

Day Travel consist of attending official University business on behalf of Rowan University without the need to stay overnight. A specific form was created along with guidelines to provide a clear and comprehensive description of the policies and procedures for payment or reimbursement of day trips.

Student Day Travel Expense is our enhanced form created for Day Trips (non-overnight) to simplify the travel process without the need of an encumbrance number. This form was designed to be easier to complete by having categories listed on the drop down menu, auto-fill calculation columns, predetermined IRS standard mileage rate, the ability to complete one form and include other travel related fees incurred during the day travel. The form was also created to align with the current federal, state and university rates. (Examples on the Student Day Travel form: mileage, tolls, registration, one day conference, workshop, training, meetings, etc.)

Also, a Travel Prepayment form was created for Day Travel to assist the campus community by prepaying the vendor directly for registration and avoiding out-of-pocket expenses for the traveler. This form can also be used for reimbursement of airfare and registration. 

Below are the forms necessary to be approved, prepaid and reimbursed for out-of-pocket expenses if applicable. Each form is summarized to assist the traveler in understanding the risk, agree to policies and acknowledge the procedures to ensure a safe trip.

Know Before You Go

These Know Before You Go travel tips and resources are designed with you in mind. They contain information to help you prepare and enjoy your travel experience. It is your guide to getting ready and contains general information on travel documentation.

AP Tips

• Forms work best with Internet Explorer
• Deadlines: Completed & Signed form must be submitted within 45 days after the Day Travel was completed
• Day Travel does not require an Encumbrance number
• Use one form to request reimbursements for all expenses
• Non-Reimbursable Travel Expenses
• All original itemized receipts must be submitted for reimbursements
• Expenses under $35 do not require a receipt
• All original itemized receipts must be taped to 8 ½ x 11 sheet of paper
• Do not highlight receipts
• Calculate mileage using shortest route available
• Do not forget to remove your normal daily commute
• Must submit Google Maps

Mileage

Accounts Payable Department has created a more efficient way to accept mileage submissions by reducing the supporting documentation to a mileage summary. This one page mileage summary condenses the information necessary to remain compliant with the travel policy. This summary can only be found utilizing Google Maps which provides a user friendly side panel for calculating mileage while displaying the shortest route. The Google Mileage Summary includes the shortest route, specific location search, fewer icons for simpler navigation and map display. As an added benefit, this will decrease the overall number of pages being printed and submitted.

Google Mileage Summary - How to Calculate Mileage

Mileage Between The Three Campuses

In addition, the Accounts Payable Department has established new predetermined miles between our three campuses to continue streamlining our travel procedures. This new standard of miles between campuses will not only reduce time but also costs associated with submitting mileage. Using the chart below will ensure the university remains consistent with mileage reimbursements and avoids having to submit the Google Mileage Summary or any other supporting documentation with the travel forms. 

Resources

• Travel Policy
• Google Maps – use Google Maps
• IRS Standard Mileage Rate – new rates issued every January
• GSA Per Diem Rates – new rates issued every October
• Risk Management and Insurance
• Student Travel Process PowerPoint