Travel & Entertainment Basics

LAST UPDATED: June 26, 2018

What You Should Know

The University has many resources to help you plan your travel, make travel and entertainment purchases prudently and in line with policy, stay safe during your trip, and get reimbursed for expenses when you return.

Traveling for University Business

  • Before the trip, some expenses can be paid directly by the University including airline and train tickets, hotel deposits, and conference registration fees.
  • During the trip, you must pay for expenses incurred, either with personal funds, or with a Departmental Credit Card. You also need to maintain expense records and keep all receipts.
  • After the trip, you must submit a Business Travel Expense Report and supporting receipts to be reimbursed for expenses or to substantiate a cash advance or other University-advanced purchases.

Entertaining for University Business

It’s often appropriate to entertain guests, colleagues, or candidates over a meal. The business entertainment expense may include the cost of transportation to and from a restaurant, the meal, and tips. These costs should be reasonable and appropriate for the situation. 

As with travel expenses, save your itemized receipts. If the entertainment occurred in the local Princeton business area, complete an Employee Voucher. If it occurred during travel outside of the local business area, complete a Business Travel Expense Report.

For more information


Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle


7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm


Customer service, cashiering,
check pick-up, financial system access


The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

Download Current Issue
Download Past Issues


How can we better serve you? Submit comments, questions, and ideas to our customer service department.