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.