Policy Number: 1019Responsible Office: Accounts Payable and Purchasing
Effective Date: 4/1/01Revised: 7/21/03; 9/26/06; 4/20/15; 3/10/17
This policy applies to staff, administrators and faculty.
The Accounts Payable Department’s goal is to reimburse all business expenses incurred by employees on behalf of the University in a timely and efficient manner. Approval to travel and reimbursement of travel and business expenses should be requested via the Concur Travel Expense and Reimbursement (T&E) system. Below are basic rules that must be adhered to when making travel arrangements and requesting reimbursement for business expenses.
For additional detailed information about travel and business expense reimbursement procedures, please refer to the Business Expense Policies and Procedures Manual. To find the Manual online, go to the Business Affairs section on the St. John’s Employee Resources page, and click on Travel Resources.
Failure to adhere to these procedures will result in the return of the T&E submission to the requester. Violations of this policy by an employee may result in disciplinary action.
Employees traveling on University-related business may make travel reservations using any travel provider, directly with the airlines, Internet, or may utilize the services of the University’s preferred travel agency, Austin/Protravel.
Austin/Protravel, located in Syosset, NY is available to assist employees with all business travel arrangements. Austin/Protravel can charge employees’ airfare/rail fare to the University’s Ghost Corporate Purchasing Card account, using the budget account number provided via your Concur Pre Travel Approval Submission. An approved Concur Pre Travel submission must be received by Austin/Protravel before any ticket can be issued. Austin/Protravel charges a ticket-processing fee per transaction. Original itineraries from Austin/Protravel must be included when submitting travel and expense for final reimbursement.
Employees can reach Austin/Protravel’s University’s Account Team at 516-465-1020 or 1800-899-3117 (8:30 a.m. to 6:00 p.m. Monday thru Friday). A 24-hour toll-free telephone number for emergencies and/or change of travel plans is provided at no additional cost; this number is 1800-858-6319; use code SA9J0. Other benefits include access to Austin/Protravel’s discounted contracts with various airlines as well as Austin/Protravel’s Preferred Hotel and other discount programs. Employees can visit Austin/Protravel on the web at www.AustinTravel.com and create a Travel Profile.
All employees must obtain proper approval from their appropriate budget administrator, Vice President or Dean prior to any University travel. Approval must be documented via the Concur T&E System. Once the trip is completed or expenses are incurred, all expenses must be approved by the employee’s superior, who has budgetary authority for the account being charged. Employees, including vice presidents and budget administrators, cannot approve their own reimbursement requests. By approving the submission via Concur, budget administrators are confirming that the account numbers are correct and there are budget funds available to pay for the expenses.
For questions or concerns, please contact Accounts Payable and/or Purchasing. Accounts Payable can be reached at extension 6854. Purchasing can be reached at extension 6372. All business travel expenses are subject to internal audit.