Effective date: April 26, 2017, updated September 2019, updated May 2026

According to Grand Valley State University's travel and expense guidelines, Expense Reports containing the following exceptions must have the approval of the appropriate Vice President (Executive Officer):

• Meals (including tip) that exceed per diem
• Faculty and staff only meals
• Alcohol expenses
• Missing original receipts

Expense Reports submitted to the Office of the Provost for Executive Officer signature must have the Appointing Officer's signature and be accompanied by a signed memo with written justification for the exception. If approval was requested and received before the event occurred, attach a copy of the approval to the Expense Report. An itemized receipt for all meals should be submitted with the reimbursement request.

Meals must include a list of attendees.

If alcohol is included in the reimbursement amount, you must attached the approval email to the request.

If alcohol is not included in the reimbursement amount, it must be subtracted from the total.

Expense Reports will be returned and reimbursement delayed if justification is not included, approval is not included, or alcohol charges are not separated.

Questions about these guidelines may be directed to the Office of the Provost.