Many of these guidelines are in line and required by the Kuali Foundation Travel Reimbursement Policy.
Request and Approval for Travel Reimbursement
All travel to be reimbursed by the OLE Project must be requested and approved prior to making travel arrangements by the OLE Project Manager and Functional Council Chair. In some cases, approval from the OLE Board will be required.
The request for travel must include the event to occur, agenda, goals, number of participants with estimate of expenses to be incurred for travel and hotel, the venue and the expenses associated with the venue.
Partner Institution Travel
Partner Institutions have agreed to cover all travel costs associated with Functional Council members attending FOUR(4) face to face meetings per year.
Meetings required of partner institution staff outside of the FOUR(4) face to face meetings must be associated with an event outlined in the "Request and Approval for Travel Reimbursement".
Airfare, lodging and ground transportation will be reimbursed by the OLE project using the Kuali Foundation reimbursement form. If a person is employed by a university or an institution and is traveling through them, we ask that they follow their institution's policies and receive reimbursement from their institution. Then, the institution will invoice us for the reimbursement. An individual can also pay for their travel and submit directly to the foundaiton, but it is preferred that they go throught their university. The only meals to be reimbursed by the OLE project will be provided as part of the meeting (breakfast). The other meals can be claimed to the institution the employee works for.
When submitting reimbursement to the Kuali Foundation the traveler/university will submit only one reimbursement form. Original receipts should be provided with the reimbursement form and must be submitted after the employee has traveled. A general guideline is that reimbursement is received by the employee/institution in one or two weeks.
You may send the travel reimbursement forms to:
Carla North
Cyberinfrastructure Building
2709 E. 10th Street
Bloomington, IN 47408