Summary
This policy outlines the guidelines for submitting and approving expense reimbursements at the California Institute of the Arts (CalArts). It applies to staff, faculty, students, and non-employees for official business-related travel and expenses.
Key Points:
Expenses must be:
- Reasonable and necessary for business purposes
- Supported by actual receipts, unless the trip is approved for per diem reimbursement (meals only)
- In compliance with IRS and sponsor regulations
- Submitted for reimbursement within 30 days
Expenses can be reimbursed for:
- Travel (coach airfare, mileage, lodging, meals)
- Business meals and entertainment (with limitations)
- Approved incidental expenses
Expenses cannot be reimbursed for:
- Personal expenses (e.g., toiletries, meals not related to travel, lost or damaged items)
- Other expenses (e.g., library fines, traffic or parking violations)
Approval Process:
- Submit a Travel Request Form (TRF) for approval before travel.
- Incur expenses according to the policy guidelines.
- Submit a Travel Expense Report Form with receipts within 30 days of travel completion.
- The department supervisor reviews and approves the report and submits it to Accounts Payable (accountspayable@calarts.edu) for processing.