Travel Policy 2006

The University reimburses faculty, staff, and others or pays outside vendors for all necessary and appropriate transportation and travel-related costs incurred with approved University activities. The University reimburses travel on the basis of the procedures outlined in this policy. Any exception to this policy must be approved in advance of the reimbursement claim at the vice president level. Please contact the Travel Services office, ext. 3950, if it becomes necessary to receive assistance in processing a policy exception request.

This policy applies to reimbursements of all University funds including gifts, endowment income, grants, research monies, designated income, released/auxiliary/athletic funds, and University appropriations. All personnel, including graduate students, are responsible for following this policy.

The University designates a dean, department chair, associate/ assistant vice president or director as the responsible party to approve, monitor, and provide accountability for travel activities in their respective areas. The on-line approval process of the responsible party indicates approval in advance of any planned travel, availability of sufficient funds to cover projected travel expenses, and compliance with the current University Travel Policy.

Travel Application

All personnel traveling on University business must file an electronic Travel Application Form with the Travel Services office for each trip that requires them to be away from home overnight and/or requires them to use any form of commercial transportation. Travel Applications are not required for same-day travel that does not require any form of commercial transportation. The department chair or director AND dean, associate/assistant vice president must approve the Travel Application before trip departure. The Travel Application may include multiple travelers going to the same destination who are not requesting individual cash advances and who will not be filing an individual reimbursement request at the conclusion of the trip.

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The University reimburses faculty, staf, and others or pays outside vendors for all necessary and appropriate transportation and travel-related costs incurred with approved University activities.

Group Travel

Normally, travel authorization is on an individual basis. However, students or other personnel may receive authorization to participate in-group travel for a single activity with University personnel acting as advisor/coordinator. Examples are athletic teams, music/drama groups, and student performing groups or classes attending mandatory field trips. For group travel approval, the advisor/coordinator should submit a Travel Application describing the nature of the activity and list the name of each group participant. (See Travel-Private Aircraft/Charters/Buses. Also see Student Travel Policy.)

Personnel functioning as advisors/coordinators for group travel and having responsibilities for booking airfare, lodging and other expenses should charge expenses (excluding airfare) on corporate charge cards. Upon returning from a group excursion, the advisor/coordinator must reconcile all trip charges to the corporate charge card statement and submit a Travel Expense Form to Travel Services within ten days. Receipts and complete documentation for all charges claimed must be included. If meal money has been advanced to the trip advisor/ coordinator and distributed to group participants, a list of amounts distributed and signature of the recipient must be attached to the reimbursement claim.

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Travel Reimbursement

All personnel traveling on University-approved business must submit a Travel Reimbursement Request within ten business days after returning from a trip. The traveler is to report actual expenditures and make an accounting of all financial activities for the trip. All trip expenses incurred must have an express business purpose. Travelers must not report personal expenses on this form (see NON-ALLOWABLE TRAVEL EXPENSES).

Travelers must submit original, itemized receipts for each expense exceeding $25.00 claimed on the Travel Reimbursement Request. Individual expense claims of less than $25.00 do not require receipts. All required receipts must show date, to whom paid, the amount and purpose of payment. Corporate charge card slips are not acceptable since they do not contain the detail required to make an effective reconciliation. While not all inclusive, the following list shows examples of reimbursable expenses that require receipts:

• Emergency commercial airfare (regular air should be booked through University Travel Management Services)
• Train
• Bus
• Excess baggage charges
• Lodging
• Registration/conference fees
• Rental cars (refer to TRAVEL-RENTAL AUTOMOBILES for restrictions)
• Taxi (refer to TRAVEL-TAXIS AND AIRLINE/HOTEL SHUTTLE SERVICE for restrictions)
• Airport parking (reimbursement of long-term parking only two-week maximum)
• Other parking (hotel parking, city parking, etc.)
• Toll road charges
• Hosting meals for non-BYU individuals (names of individuals hosted and business purpose required. See TRAVEL-HOSTING AND ENTERTAINMENT.)

Travelers do not need to submit receipts for meals, if the amount claimed does not exceed the University established subsistence allowance (see TRAVEL-MEALS AND OTHER EXPENSES).

If original receipts are lost, a traveler must make a reasonable effort to obtain duplicates. If such efforts fail to produce duplicate receipts, the traveler must fill out a Lost/Missing Receipt Form from the University Travel Services office. The responsible director, dean or associate/assistant vice president must sign and submit the form with the reimbursement request. Travel Services will evaluate the form for policy compliance and notify the traveler of its acceptance.

Non-university persons accompanying University personnel will not receive reimbursement for travel expenses unless the appropriate vice president authorizes the travel in advance and an express business purpose is identified on the original travel application.

Travelers filing reimbursement requests involving accounting for a University cash travel advance are responsible for the application of governing tax laws (see TRAVEL ADVANCES for detail).

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Travel at Vendor Expense

It is University policy that no employee travel at the expense of any vendor or in the private aircraft of any vendor where the purpose of the vendor is to sell or promote a product or service, even if it costs the vendor less to take BYUH personnel to the product rather than bring the product to Laie,. A department or committee studying and comparing any product will arrange for the corresponding budget to make any research trips which are considered to be in the interest of the University.

This policy also applies to hotel and food expenses except for those provided in connection with seminars, educational courses, or tours which are offered to other clients' key personnel as well as to those from BYUH and which are aimed at general presentations of new developments in the industry rather than being hard sales promotions of specific items. Air fare or alternate transportation should still be at University expense for such seminars, courses, or tours.

This prohibition does not apply to training trips relative to equipment or services for which the University will make payment as part of the purchase price.

Travel Services must approve and process any donations or donations-in-kind for services, trade agreements, airline rebates, other travel monies or services offered at no charge to the University or its personnel, departments or programs.

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Travel Companions

Family, spouse or other persons may accompany personnel. However, if such persons are to travel at University expense, the express business purpose and advance authorization by the appropriate vice president must appear on the Travel Application. Travelers are responsible to comply with tax laws requiring an express business purpose when family members are accompanying the business traveler. Reimbursement for spouse travel requires submitting a detailed log of business-related activities and time spent in performing those duties. Travel Services will report to the IRS as additional taxable income any approved family expenses paid by the University where there is no documented business purpose.

Non-related University colleagues of the opposite sex should exercise sensitivity and good judgment when traveling together on University business to the same location. Careful planning should be exercised so that travel arrangements do not appear to compromise LDS Church standards or the integrity of appropriate personnel relationships.

On Island Travel/Lodging

Personnel REQUIRED to use privately owned vehicles for on island travel may receive reimbursement at the current rate of $0.485 per mile. Normal commuting mileage to and from work is not reimburseable under any circumstanceces.

University personnel attending a conference in the Honolulu area must submit a travel application form if expenses will be incurred. Lodging at hotels in the Honolulu area is discouraged due to the distance and travel time to and from Laie. If there is a reasonable request by the attendee to stay at the conference hotel, a written approval by the dean/director must accompany the travel application form.

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Airport Mileage Reimbursement

Travelers using personal vehicles to travel to and from the airport may request mileage reimbursement for one round trip ($0.485 per mile) plus current airport long-term parking rates (receipts required) or two round trips, whichever is less. Roundtrip from Laie to Honolulu Airport is 70 miles ($33.95).

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Travel-Privately Owned Vehicles

The University authorizes reimbursement for transportation by private automobile only when:

• Common air carrier services are not available without undue loss of time.
  
• Two or more persons are eligible for similar authorized travel and their riding together would mean a savings to the University.
  
• Vehicle usage is to transport equipment or save time, thus enabling the traveler to perform duties more effectively.
  
• It will cost the University no more than the most reasonable airfare on an air common carrier.
  
• It will not require the traveler to be away from duties for a substantially longer period than travel by common air carrier.

Travelers driving privately owned vehicles on approved University business that qualify under the above guidelines are eligible for mileage reimbursement at $0.485 per mile. Travel Services will calculate mileage between cities based on official state highway maps showing the shortest, most widely traveled route between cities.

The above reimbursement rates cover all fuel, maintenance, insurance, transportation, and operating costs. Travelers do not receive separate reimbursement for fuel costs for private automobiles. Damage to personal automobiles used on University business is covered by private insurance. The University does not assume liability or responsibility for deductibles or other uninsured loss to the vehicle or its occupants (see Insurance below).

The University will reimburse tolls and reasonable off-airport parking charges in addition to the mileage allowance if the traveler provides complete receipts with the Travel Expense Form. There is no reimbursement for the cost of repairs, towing charges, or other such costs whether they result from the traveler's acts or the actions of others. Tickets for parking and moving violations are the responsibility of the traveler and are not reimbursable.

Whenever the usage of a personal automobile for approved University travel is primarily for the convenience of the traveler, reimbursement will not exceed the lesser of the cost of the per-mile reimbursement plus tolls or the most reasonable round-trip airfare between the nearest commercial airport serving the origin and destination cities plus associated transfer costs to and from airports and parking. The traveler does not receive reimbursement for extra expenses, such as meals and lodging, INCURRED BECAUSE OF PERSONAL AUTOMOBILE USAGE when commercial airline transportation is less expensive. To determine the amount to be reimbursed, travelers should contact Travel Services IN ADVANCE OF THE TRIP to have the airfare to mileage comparison calculated and approved.

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Insurance

Travelers who use privately owned vehicles on University business must sign a statement that a personal insurance policy is in force that provides the following insurance coverage for the vehicle. This statement is part of the Travel Application.

• $100,000 for personal injury to, or death of, one person.
  
• $300,000 for injury to, or death of, two or more persons in one accident.
  
• $100,000 for property damage.

In the event University personnel are involved in an accident resulting in a loss, their liability insurance shall be primary to the full extent of its coverage limits. Personnel who use privately owned vehicles for approved University travel shall have the sole responsibility for providing collision, comprehensive, and all other forms of personal insurance coverage for such a vehicle.

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Use of University On-Site Reservations Services

In an effort to provide optimum service levels and preferred pricing on all travel arrangements, University personnel are required to arrange all airfare, lodging, car rental and transportation by common carrier through the University Travel Services Office. The on-site reservations center is a full-service ARC approved travel agency branch office with computer reservations and ticketing capabilities. University personnel staffing the on-site center have been selected specifically for their industry competence, efficiency, expertise and service attitude to provide professional service and quality value to University travelers. Services provided through the on-site reservations center have also been specifically selected and designed in an effort to provide maximum service and preferential treatment and pricing to University travelers.

University personnel should contact the on-site reservations center as soon as they know travel dates and destination information to give agents as much time as possible to secure optimal fares and schedules. On-site agents should be made aware of, and will also book all special conference groups and association discounts if applicable. An on-site, designated University agent must book all air, land and sea transportation. The University no longer maintains any direct billing arrangements with any other travel agencies. The University encourages travelers to call Travel Services, ext.3950, with questions and to receive assistance in planning or arranging travel.

As the main focus of the on-site reservations center is to provide maximum value to University personnel throughout the trip planning process, it is recognized there may be occasions requiring the University to consider purchasing travel arrangements from outside sources. Special proprietary tour packages, exclusive organization fares, and other special needs may be requested as an exception by contacting the Travel Services office for approval.

University personnel requesting this type of approval must be cognizant of propriety and confidentiality issues in dealing with outside vendors. The University's on-site reservations center status qualifies the University for preferred pricing in the industry and often will involve confidential contracts and other sensitive pricing information. While working through the trip planning process, personnel becoming aware of such information may not share pricing, schedules, contract terms, or other sensitive information with outside vendors as leverage to insure better pricing. Such activity endangers valuable contracts and industry relationships and is a violation of University Purchasing Policy and business code of ethics.

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Commercial Air Travel

Air travel accommodations must be tourist, coach or special fare class only. University-paid first class air travel is not an allowable expense. Travelers are responsible to book air travel at the most economical rates using normally traveled routes. Travelers should make every effort to take advantage of all advance purchases, Saturday night stay, promotional flights, reasonable non-direct flights, conference fares, special negotiated fares, departing and arriving at times slightly less than convenient and any other reasonable savings opportunities which do not compromise the effectiveness and purpose of the trip. In the event that a traveler chooses a higher fare than the lowest applicable fare, assuming the scheduling and convenience factors to be equal, approval must be obtained from the responsible dean or associate/ assistant vice president to purchase the fare.

AIR CARRIER SELECTION CANNOT BE BIASED BY ANY TRAVELER'S FREQUENT FLYER AFFILIATION OR BENEFITS. THE LOWEST COST AIR TRAVEL WILL TAKE PRECEDENCE OVER FREQUENT FLYER PROGRAMS. ANY EMPLOYEE CHOOSING A MORE EXPENSIVE FLIGHT PLAN TO TAKE ADVANTAGE OF A PROMOTIONAL PROGRAM SUCH AS A FREQUENT FLYER PLAN WILL BE REQUIRED TO REIMBURSE THE UNIVERSITY FOR ANY EXCESS COSTS.

Frequent flyer miles earned on travel funded by the University are maintained and redeemed individually by University personnel. Whenever practicable, personnel should redeem frequent flyer miles earned while traveling on University business to fund other University business travel. Personnel may also use earned frequent flyer miles for personal use if business use is not practicable. When redeeming frequent flyer certificates, the actual certificate must be exchanged in person on location at the respective airline city or airport office. Through a special agreement with the airlines, when frequent flyer certificates are being used for business travel, personnel may take certificates to the University Travel Services office where the exchange will be handled, thus eliminating the need for personnel to travel to an airport office.

Any frequent flyer miles earned while traveling on University business may not be exchanged for cash. Likewise, the University cannot reimburse personnel for their use.

University personnel qualifying for senior citizen discount coupons and planning to use the coupons for both University business and personal travel should purchase the coupons with personal funds. When using the coupons for a University-sponsored trip, the traveler should request reimbursement for the percentage of the cost calculated by the Travel Services office as being business related. Travelers, who purchase senior citizen discount coupons with University funds, must use the entire value of the airline coupons for University-approved travel.

Travelers must book all air transportation through the University Travel Services office. When booking air travel, travelers must give the Travel Application number and the University approved account code to the on-site travel agent. The airfare is automatically charged to the University's central American Express business travel account and then charged directly to each department's account. The traveler must have an approved Travel Application before purchasing air tickets.

Travelers should not bill University-paid airline tickets purchased in advance of a trip to individual American Express cards or any other form of payment other than described in this policy. If the University is not paying for traveling companion's airline tickets, travelers should not charge them against the University's central business travel account even if the traveler plans to reimburse the University upon returning from the trip.

Travelers who experience changes in trip plans, missed flights, or other difficulties during a trip, making the purchase of an additional airline ticket necessary, may charge it to their University-issued corporate charge card. The traveler must return all applicable receipts to the Travel Services office when requesting reimbursement. Travelers must return any unused airline tickets to the Travel Services office as soon as possible. Upon processing of the ticket refund, if possible, the respective campus department will receive credit for the refund. If the ticket is non-refundable, the ticket will be returned to the campus department for use on a future trip. All such tickets remain the property of the University and must be used for business travel. Tickets being held for exchange on a later trip may not be used for personal travel.

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Travel Insurance

By adhering to the University Travel Policy, travelers will automatically receive, at no cost to themselves or the University, $200,000 air travel insurance from American Express and $150,000 from travel industry ARC affiliation. In addition, all personnel traveling on University business (including students) have coverage under the University's blanket travel insurance policy.  Personnel may purchase DMBA's Occupational Accidental Death and Dismemberment and/or 24-hour accident insurance. Personnel choosing to purchase additional travel insurance other than what is currently provided must do so at their own personal expense.

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Travel-Private Aircrafts/Charters/Buses

Normally, the University does not allow travel by private aircraft. The appropriate vice president must approve in advance air flights other than on scheduled airlines. Travelers should use the Travel Services office for any unscheduled or chartered flight activity. Travelers who arrange for non-scheduled chartered transportation should be aware of the basic fundamental principles that should be followed in chartering airplanes and buses.

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Bus Charters

Anyone chartering a bus for group travel should verify the company is licensed by the state(s) in which they operate and is in good standing. The recommended minimum amount of liability insurance is $5,000,000. An "Insurance Certificate" stating the above, and naming Brigham Young University Hawaii as an "additional insured" in connection with the chartered trip should be requested from the bus company, and forwarded to the Human Resource office for approval and filing. Personnel should contact the Human Resource office with questions.

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Travel by Rail

The University will reimburse the cost for railroad fare not to exceed the cost of the least expensive airfare. Travelers must submit receipts to be reimbursed.

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Travel-Rental Automobiles

The University reimburses the cost of a rented automobile when suitable or less expensive local transportation is unavailable or when routing and time factors make it more advantageous than taxi or other ground transportation. Travelers should only use a rental vehicle when it is not possible or practical to use a University vehicle. Rental vehicles should not be used if less expensive transportation is available.

Whenever a rental car is used as the primary source of transportation and is primarily for the convenience of the traveler, reimbursement will not exceed the lesser of the cost of the rental car plus fuel and taxes or the most reasonable round-trip airfare between the nearest commercial airport serving the origin and destination cities plus associated transfer costs to and from airports and parking. The traveler will not receive reimbursement for extra expenses, such as meals and lodging in transit, the cost of a larger vehicle to transport family members or other non-business related guests, or other expenses incurred for personal benefit when commercial airline transportation is less expensive.

The University's primary car rental suppliers are National and Alamo. Both companies offer considerable discounts off normal rates, complete insurance coverage while operating a rental vehicle, discounts off international rental activity, and good vehicle availability both on and off airport nationwide.

Benefits of the contracts include the following:

• Membership in National's Emerald Club and Hertz #1 Club at no extra charge
  
• Reduced daily, weekly, monthly and week-end rates
  
• Exceptional Mini Van rates and availability
  
• Waiver of most city surcharges and airport fees
  
• Unlimited free mileage
  
• Young renter surcharge waived
  
• Free LDW/CDW insurance coverage
  
• No additional driver charges
  
• Frequent Flyer participation
  
• Corporate rates available for business and personal use by all BYUH personnel and Alumni

University personnel should charge all car reservations to their University-issued corporate charge card. In addition, all rental car reservations should be made through the University Travel Services office which is equipped to make direct computer reservations with travel vendors.

Questions regarding rates, insurance coverage, reservations or other related issues should be referred to the University Travel Services office, ext. 3950.

Personnel should rent mid-size vehicles under normal traveling conditions. In exceptional cases, the University will reimburse the use of larger vehicles (several travelers in one vehicle, equipment transported, etc.).

Travelers should refuel the rental car before returning it to avoid the high cost of gasoline at the rental agency.

Personnel should decline all Collision Damage Waiver (CDW) and Personal Accident Insurance (PAI) coverage when traveling domestically on University business. Domestic travelers will not receive reimbursement for additional insurance coverage purchased. The University's corporate insurance policy combined with vendor car rental contract terms and conditions covers these insurance items for personnel. In case of an accident, contact the car rental agency and the Human Resource office, ext. 3717.

WHEN TRAVELING INTERNATIONALLY, TRAVELERS SHOULD PURCHASE ALL AVAILABLE INSURANCE. ADDITIONAL INTERNATIONAL CAR RENTAL INSURANCE EXPENSE IS REIMBURSABLE.

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Travel-Taxis and Airline/Hotel Shuttle Service

Taxi and other types of livery or conveyance are reimbursable for official business-related travel as follows:

• Transportation at destination terminal to place of lodging and return trip.
  
• Transportation between business appointments or hotels and places of temporary duty.
  
• Transportation for blind or physically disabled persons, providing the fare is within reasonable limits.

Following the above guidelines, reasonable charges for taxi and airline or hotel limousine service are reimbursable when other modes of travel are not available or practical. To avoid unnecessary taxi expenses, personnel should utilize regularly scheduled airport, bus or limousine service between terminal facilities and hotels, if available. Many hotels offer complimentary hotel shuttle services.

Taxi charges are reimbursable specifically for travel related to approved University business. Taxis between hotel and airport are allowable; however, taxis from a hotel to a restaurant for sightseeing trips are not allowable.

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Travel Subsistence Allowance

Personnel traveling for the University away from home overnight with an established business purpose are entitled to a subsistence allowance while on travel status. Subsistence allowance includes both meals and incidental expenses.

Subsistence is an all-inclusive allowance established and governed by current tax laws and its use is for meals and incidental expenses. There is no allowance for additional charges for other meals, fees or tips to waiters, porter, baggage or bell persons, television and in-room movies, or transportation between places of lodging and dining.

Under normal circumstances, when travel occurs and where the entire trip begins and ends in the same calendar day, subsistence allowances and reimbursement for meals do not apply. Federal tax laws prohibit the reimbursement of meals and other incidental TRAVEL EXPENSES to personnel who are not away from home overnight or for long enough to require sleep or rest. As a result, personnel are normally responsible for providing their own meals and snacks while engaged in same-day travel.

Under special circumstances when an individual leaves home very early in the morning and returns home late the same night, the University will consider the individual away from home longer than a normal work day (the person must be gone a minimum of 12 hours to qualify) and will reimburse actual meal costs with receipts not to exceed the allowable per diem. These meal expenses are considered de minims.

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Extended Trips

Full-time personnel traveling for extended periods of time (at least 60 days but not more than one year) may either travel under the regular travel policy or receive approval from the appropriate vice president for per diem only reimbursement to cover all expenses of the trip. The negotiated per diem rate may not exceed the maximum federal per diem rate for meals and lodging for the specific approved travel destination(s), as published by the IRS and State Department. The Travel Services office will assist in planning extended trips and in determining appropriate per diem allowances within the published federal rates. Personnel traveling on meal and lodging per diem allowances are not required to itemize expenses nor to provide supporting receipts, but rather will receive a straight per diem to cover all expenses. However, travelers must confirm to the Travel Services office the times, places and business purposes of the trip every 90 days or at the conclusion of the trip, whichever is less.

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Moving and Temporary Relocation Expense

Moving expenses for permanent relocation of either incoming or outbound personnel are covered under the University Moving Policy.  

Temporary relocation expenses may be reimbursed as travel expense if the relocation is for less than 39 weeks. Relocation expenses associated with a temporary assignment must be processed on a University Travel Application form. A Travel Advance may be requested for all relocation expenses not chargeable to the University corporate charge card. Personnel involved in the actual temporary relocation must submit all reimbursement claims on a Reimbursement Request form and provide documentation and complete receipts for all expenses claimed. Lump sum relocation allowances without accountability will not be processed.

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Travel-Meals and Other Expenses

A subsistence allowance amount covers meals and other expenses incurred while traveling away from home OVERNIGHT. By dividing the day into three meal periods, the computation is as follows:

(NOTE: The period of time from 12:01 a.m. to 6:00 a.m. may be used to extend either the breakfast or dinner meal period as needed.)

The above times apply to the time zone the actual travel occurs in.

There is a subsistence amount for each period, or fraction thereof, while an individual is in approved travel status and away from the University for a minimum of 24 hours. (See Registration Fees section for meals included in registration, etc.) There are currently six different subsistence allowance levels. They are:

The breakdown of levels as they relate to specific cities/counties/ is listed on the per diem table.

Unless otherwise specified, the per diem locality is defined as "all locations within, or entirely surrounded by, the corporate limits of the key city, including independent entities located within those boundaries."

Per diem localities with county definitions shall include "all locations within, or entirely surrounded by, the corporate limits of the key city as well as the boundaries of the listed counties, including independent entities located within the boundaries of the key city and the listed counties."

When a military installation or government-related facility (whether or not specifically named) is located partially within more than one city or county boundary, the applicable per diem rate for the entire installation or facility is the higher of the two rates which apply to the cities and/or counties, even though part(s) of such activities may be located outside the defined per diem locality.

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Foreign Travel Subsistence Allowance

The current rate for FOREIGN SUBSISTENCE is $46.00 per 24-hour day or the actual meal costs with receipts while in approved foreign travel status.

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Registration Fees

Registration fees for meetings and conferences are reimbursable. The traveler should use the University-issued VISA Travel card whenever possible. Where University corporate cards are not accepted, the traveler may use a personal credit card. When using these two means of payment, the traveler should not request reimbursement in addition to the direct payment.

When claiming registration fees for reimbursement, the traveler must report the number of meals included in the registration fee and any other meals provided to the traveler. When meals are provided, a copy of the conference registration form must be attached to the reimbursement request supporting all reimbursement claims.

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Non-Travel Related Business Meals and Entertainment

It may be appropriate to include meals or other expenses in the regular conduct of day-to-day business, which furthers the interest of the University and has an express business purpose. Each department chair or administrative manager authorized to approve such activities should carefully consider the appropriateness of food and other related purchases.

The University considers this type of expense as non-travel related transportation and general business expense. Departments should cover these expenses by a VISA Purchasing Cards. Personnel may request reimbursement for such expenses, if needed, on a Travel Reimbursement Request. They must justify and document an express business purpose with the following criteria:

• The University has more than a general expectation of deriving specific benefit from the meal or incidental expense.
  
• The employee did engage in business discussions about University matters during the meal or associated expense related activity.
  
• The principal nature of the expense was the active conduct of the University's affairs. The expense was for personnel, their non-employee business guest(s) and their spouses. Normally, meals involving only personnel, where business is not conducted, are not reimbursable.Business meals may, however, be reimbursed with department chair/manager approval, providing a specific business purpose is documented.

Department chairs/managers approving non-travel related business meals and other expenses are responsible to provide complete receipts and documentation as described above. Complete documentation includes names of all personnel and non-employees with business relationship to the meal. The documentation must be specific and indicate how the meal or other expense furthered the University's interests and why the expense was a necessary element of the overall business outcome of the activity. Financial Services will refuse reimbursement and charge back expenditures to the participants for undocumented or questionable meal purchases.

Undocumented reimbursed expenditures are taxable to the participants, and the University will report it as taxable income on the individual's W-2 tax form.

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Travel-Hosting and Entertainment

Occasionally, it may become necessary to host other individuals' meals while traveling. Entertainment, however represented, is not an allowable charge without specific, approval at the vice president level on the Travel Application. Costs for approved hosting activities are reimbursable only under the following conditions and with documentation of the specific business purpose (see Non-travel Related Business Meals and Entertainment section for documentation requirements):

• Individuals hosted should not be other University personnel also in approved travel status.
  
• The hosting employee must submit the Travel Expense Form request stating the business purpose of the meal and the names of non-University persons hosted. The employee must submit complete, actual receipts for the meal to receive reimbursement.

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Travel-Lodging

Travelers should use standard accommodations in reasonably priced, commercial-class hotels/motels. The traveler should use the University corporate charge card to pay for lodging and to guarantee room reservations whenever possible. The traveler may use Check Requisitions to guarantee rooms only when the University corporate charge cards are not accepted.

Travelers should book hotel reservations through the University on-site reservations service whenever possible. This practice insures the lowest possible cost, inclusion of all available discounts, and contract hotel availability. Reimbursement is made on the actual base rate plus taxes and approved amenities. The traveler must attach the original hotel/motel paid receipt (credit card receipt is not acceptable) to the Travel Reimbursement Request.

If two employees share the cost of a double room, they should either request a separate receipt for each portion of a shared room rate and indicate a proportionate share of the total expense; or one employee should seek reimbursement for the entire bill and the second employee not make a hotel reimbursement request. In either case, the corresponding name and Travel Application number must be cross-referenced on each travel reimbursement request to verify the names of the persons sharing the expense.

Travelers do not receive reimbursement for lodging costs when they stay with friends or relatives. However, when traveling away from home overnight, a $30.00 amount is allowed for each seven-days of housing or portions thereof provided by family or friends. Travelers may use this allowance along with the regular meal subsistence allowance, if applicable, to provide a gratuity to the host.

In-room movies, mini-bar charges, concierge services and other in-room services are not reimbursable beyond the approved subsistence allowance. Travelers should not charge long distance telephone calls on the hotel bill, if avoidable, since exorbitant hotel surcharges are not reimbursable. To avoid surcharges, travelers should use a University issued calling card to have calls billed through the University telephone system.   Reasonable, business-related telephone calls, necessary calls associated with an ecclesiastical calling, and one personal call per day for the purpose of communicating safe arrival and continued well being are allowable.

Telephone calls made from an airplane or other unreasonably priced areas are not reimbursable except under extreme emergencies.

Laundry charges are not normally reimbursable beyond the approved subsistence allowance. If, however, normal business trips extend beyond seven days, one laundry expense per seven-day period will be reimbursable.

The University has negotiated exceptional rates to many of its most heavily traveled cities. Rate information, availability, reservations, and other hotel booking needs can be obtained by contacting University Travel Services, ext. 3950.

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Personal Vacation While in Travel Status

A traveler must indicate any personal vacation time and expense on the Travel Reimbursement Request when claiming allowable business travel expenses where business and personal vacation time are combined within the same trip period. The subsistence allowance and other University financial support for travel-related an expense ceases during personal vacation periods. In addition, a travel, lodging, or meal expense for spouses or other dependents is not reimbursable.

When combining personal vacation with business and traveling through use of a University vehicle or motor pool vehicle, all vacation mileage and any expense associated with using a larger vehicle than would normally be required for the purpose of transporting family members should be logged and reimbursed to the University upon conclusion of the trip. In general, any personal expenses associated with vacation and family travel should be paid from personal funds.

Vacation time taken in conjunction with an official business trip should, when applicable be reported as such, upon conclusion of the trip (see Leaves Policy - Vacation).

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Foreign Travel

To the maximum extent possible, the policies and procedures about domestic travel also apply to foreign travel, and actual costs are reimbursable where reasonable and necessary.

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Travelers Checks

Travelers may purchase American Express Travelers Checks through the Cashier’s Office at no service charge to personnel. The University will not reimburse service charges for travelers checks obtained elsewhere.

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Special Travel

Travel for such purposes as an employment interview at the University and visits to the University by lecturers and other official visitors is special travel and is governed by the general University Travel Policy. University personnel should not make a commitment to incoming individuals for paying or reimbursing travel expenses without receiving approval from the appropriate dean or associate/assistant vice president. This is a general standard within the University. An individual dean or associate/assistant vice president may, at their discretion, approve more specific or restrictive policies for individual department needs.

Official visitors to campus may receive reimbursement, if authorized, for travel expenses incurred within the business purpose of their visit at the University under the normal travel policy for personnel. University representatives should submit a travel application when applicable for inbound travelers. Travel arrangements should be booked through the University Travel Services Office. Reimbursement of travel expenses associated with an on-campus employment interview or other official visits should be processed on an electronic Travel Expense Form, and complete receipts must be included for all claimed expenses. Incoming traveler's reimbursement requests will not be processed on a Check Requisition form.

University personnel involved in making reimbursement commitments to incoming lecturers and visitors should be in compliance with all tax laws and immigration laws required in the reimbursement process. DEPARTMENTS SHOULD NOT MAKE ANY PAYMENTS OR REIMBURSEMENTS TO INDIVIDUALS FROM FOREIGN COUNTRIES WHO ARE NOT TRAVELING ON AN APPROVED WORKING VISA. 

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Travel-Corporate Charge Cards

The University provides, upon approved application and at no charge, VISA corporate charge cards to any full-time faculty or staff member with a yearly income of at least $15,000. The University encourages all personnel who qualify to apply for a corporate charge card to be used for many University business related travel expenses. Applications are available from the Travel Sevices office, and the individual can initiate an application at any time. Applicants should return completed forms to Travel Services for processing, which includes a minimum level credit check by the corporate charge card company. The individual must pick the card up in person. At the time of pickup, each employee must sign an acknowledgement form recognizing receipt of the card and agreeing to comply with all travel policies.

The corporate charge card program at the University is designed to provide personnel with a convenient, low-risk method to meet University-approved travel and other business expenses. For eligible personnel, the corporate charge card replaces the former practice of issuing large travel advances.

Personnel should use their corporate charge cards for official University-approved travel expenses. Personal charges should not be made on University corporate charge cards.

The University uses the card strictly for convenience in handling travel related charges, and not because of a need for consumer credit or debt. Cardholders should not use the corporate charge card to circumvent the University purchasing function by charging anything other than approved travel related activities.

Whenever possible, personnel should charge lodging, car rentals, meals, registration, and other University approved business travel expenses to their corporate charge card.

Any individual participating in a LEAVE OF ABSENCE WITHOUT BENEFITS must surrender any corporate charge cards in their possession before leaving the University. Personnel participating in a LEAVE OF ABSENCE WITH BENEFITS may retain and continue using their corporate charge cards during their leave.

If an employee's corporate charge card becomes lost or stolen, the person should call the Travel Services office immediately to report the incident. University and individual liability for charges ceases upon notification to the charge card company at 1-800-528-2121.

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Travel Advances

The University functions under the Internal Revenue Services "Accountable Cash Advance Plan" for classification purposes. As a result of that classification, personnel requesting cash advances must comply with the following restrictions:

• The advance must be obtained and used for business expenses only by a University employee in connection with services performed as an employee.
  
• An employee must substantiate all cash advance expense within 30 days of returning from a trip.
  
• Employees must base the advance on a reasonable estimate of anticipated expenses. They must draw the advance within a reasonable period before incurring the expenses.
  
• Personnel must account for all expenses and return any unspent portion of any advance within 30 days after returning from a tip.

Cash travel advances may be issued for trips or portions of trips not extending beyond 60 days duration.

The corporate charge cards normally eliminate the need for large travel advances. In addition to the convenience, the cards can reduce the chance of income tax implications, financial risk from carrying cash or travelers’ checks, and other cash-related liabilities.

Travelers may receive advances when necessary and approved by the dean or associate/assistant vice president. Individuals may request and receive an (minimum $50.00) advance in the following situations:

• Where establishments do not accept corporate charge cards for travel expenses.
  
• If personnel have applied for but been denied access to the corporate card plan.
  
• Under unusual and special circumstances approved in advance by Travel Services.

Personnel may not use travel advances to purchase air, train, rental car, or other commercial transportation.

Personnel should request travel advances on an approved Travel Application form. Travel advance requests require a minimum of five working days to process. Travelers should plan ahead since Travel Services will process emergency travel advance requests only in legitimate, unavoidable emergency situations. The University will not issue travel advances more than ten working days before the approved travel. Travelers must pick up the advance in person at Travel Services with proper identification. If circumstances do not permit in-person pick up, the person picking up the advance must show University identification, and have the traveler sign and return an affidavit verifying receipt of the travel advance.

Students or non-University personnel may not receive travel advances. If a student or non-University person requires an advance, a responsible employee must personally request the advance in his/her name and assume full responsibility for the business purpose, accounting and complete documentation for the advance.

The University considers a travel advance a personal loan, and the traveler must account for it within ten days of returning from a trip or with 30 days of issuance, whichever is earlier. After a trip, the traveler should deposit unspent cash at the Cashier's Office. Upon deposit, the traveler receives a receipt to attach to the Travel Expense Form which verifies the deposit of the unspent funds. Travelers should not submit cash with the Travel Expense Form. Travel advances left unsubstantiated and unspent balances not returned within 30 days of issuance will be deducted from the travelers next payroll check to avoid personal income tax implications. The deduction will be the greater of 10% of the travel advance or $50. Interest may be charged not to exceed 1 1/2% per month. No further authorization for the deduction is required.

Travelers who do not account for earlier travel advances will not receive an additional advance. Travelers engaging in back-to-back trips should reconcile all outstanding advance activity before leaving on a later trip.

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Non-Allowable Travel Expenses

Some expenses are the personal responsibility of the employee and are not reimbursable. The following list is not all-inclusive, but show examples of such non-reimbursable expenses.

• Personal and family expenses
  
• Gifts and souvenirs
  
• Valet and room service charges
  
• Personal medical and dental expenses
  
• Personal reading material, recreation, and entertainment
  
• Travel insurance in excess of that already provided
  
• Costs incurred by traveler's failure to cancel transportation or hotel reservations
  
• Commuting between home and work
  
• Corporate charge card delinquency or late charge assessments (there may be an exception if the delinquency assessment is not due to the actions of the traveler)
  
• Haircuts, newspapers, babysitting, shoe shines
  
• Parking and traffic citations
  
• Reimbursement or payment for frequent flyer benefits and reduced or free flight coupons issued by the airlines

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Non-University Travel Reimbursements

The travel policies and procedures stated in this document apply fully to individuals who are not University personnel but receive reimbursement for University-approved travel. Normally, these individuals are guest lecturers, consultants, or prospective faculty or staff. The department arranging the travel is responsible for policy compliance, properly completed forms, and complete documentation of all expenses.

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