Travel Guidelines

Summarized below are key elements of the Hektoen Institute travel policy, which follows the
JHSHCC travel policy.

Please put your Hektoen project number on top of the form in the right hand corner.
Please list your expenditures on the travel voucher. Please type/print clearly in ink.
When in multi-day travel status, per diem meal allowance is in effect. Please check the GSA - Domestic per diem rate for the city you are traveling to at http://www.gsa.gov. No receipts are required for per diem reimbursement. If you exceed the per diem amount, any over expenditure is your own non-reimbursable expense. If meals are provided as part of your conference fee, please state so on the travel voucher, and deduct the meal amount from your per diem for that day, based on JHSHCC’s meal amounts. A partial day’s per diem is calculated in quarterly increments, so you are entitled to one-fourth of the per diem amount for each six-hour period you are on travel status. Please put the daily per diem amounts in the “dinner” column and mark the column “per diem”.
The automobile current mileage rate is $.585/mile. If a family member or friend drives you to the airport, round trip mileage and reasonable parking costs are allowable. Personal telephone calls and hotel movies, etc. are not reimbursable. Business telephone calls, parking and taxi-cab costs, should be itemized in the “miscellaneous” column and receipts attached. You must submit the original hotel receipt, airline tickets and any miscellaneous expenses over $10.00.
If Hektoen has prepaid your airline tickets, write prepaid on the travel voucher (do not show an amount) and attach your airline ticket stub.
If you have received a travel advance, please deduct the advance amount from the total amount of your travel expenses. If the advance was larger than the actual expenses, please enclosed a personal check for the difference payable to Hektoen Institute. If your expenses exceed the advance amount, you will receive a reimbursement check for the difference.
Please sign the travel voucher, have your supervisor sign the form, and make a copy of the travel voucher and the corresponding bills/receipts for your records before mailing or delivering the originals to Hektoen accounts payable.