TRAVEL REIMBURSEMENT CHECKLIST
Department of Sociology & Social Work
TRAVELER
DESTINATION
Day & Time of Departure:
Day & Time of Return:
Before your trip
Submit the following forms to your travel specialist at least 1 month prior to travel.
 EMAIL TRAVEL APPROVER/SUPERVISOR – Send your department travel approver/
supervisor an email (CC: your travel specialist) with the purpose, budget and dates of your trip. You may
use the Application for Travel Funding created by the SBS Dean’s Office. In order for a trip to be
reimbursed, your Travel Approver/Supervisor must respond with an approval.
 ANNUAL TRAVEL CERTIFICATION – Must be current and on file with your travel specialist.
 REGISTERED DRIVER/DEFENSIVE DRIVING MODULE/AUTO INSURANCE – If
you want to use a NAU fleet vehicle or get mileage, you must be an approved driver – pass the online
defensive driving module, register your license under Self Service in LOUIE and carry the appropriate
insurance.
After your trip:
Submit the following items to your travel specialist within FIVE DAYS of your return for your Exhibit J. Reimbursement
will be made once all signatures have been gathered and within 30 days of your return.
 CONFERENCE PROGRAM BOOKLET (or copy thereof)
 CONFERENCE REGISTRATION RECEIPT
 AIRLINE RECEIPT/ INTINERARY AND QUOTES
Be sure to print your airfare booking at least 21 DAYS PRIOR to travel. Due to new travel policy, Airline quotes are
necessary only in the following cases (please print the quote the same day you book your actual flight):


When mixing a business trip with a personal trip, a quote must be printed showing what the airfare would cost if
you were flying only for business.
If flying with family members, please book your flight separately or get documentation from the airline for your
portion of the cost of the flight. This can be as simple as printing an itemized quote from the airline for a oneperson flight.
 LODGING RECEIPT
This receipt must be original and reflect the traveler’s name, be itemized with all charges, and show a zero
balance.
 OTHER RECEIPTS
Baggage receipts, public transportation receipts (subway, taxis, busses, shuttles)
 MILEAGE- Personal or University Vehicle
Driver’s License #_____________________________________ State____________
Odometer: Beginning: ______________________ End: ________________________________ OR
Address: Beginning: _______________________ End: ________________________________
 INCLUDE ANY EXCEPTION TO POLICY JUSTIFICATION MEMOS
Updated 7/2014