Travel will be expensed based upon the actual dates of travel. If a trip is completed prior to June 30 of the current fiscal year, it will be expensed to the current year budget. If a trip begins in the current fiscal year and is completed during the following fiscal year, the travel will be expensed to the following budget year. For example, a trip with travel dates of June 25 through July 5 would be expensed to the following fiscal year.
In addition, airfare, reservations, etc., which are paid in advance will be expensed to the fiscal year during which the travel takes place. For example, airline reservations are made and paid in June for an August trip. These reservations will be expensed to the following fiscal year.
PRIOR APPROVAL OF TRAVEL
An Authorization for Travel Expense form must be completed and approved by the department head ten days in advance of the date of travel when the expenses are estimated to exceed $100. The ten-day period may be waived for individuals who routinely travel on University business which requires their presence at a destination sooner than the ten-day advance period would permit.
The approved form must be sent to the Controller's Office. One copy will be returned to the traveler for expense settlement. If the trip is canceled, the traveler's copy should be returned to the Controller's Office marked "canceled."
DETAIL BUDGET STATUS REPORT
Detail Budget Status Reports that are available via WittLink are for reference only. Because of
accounting processes and procedures, they may not reflect all the activity in your travel account that you might expect. These reports do not reflect travel advances. A travel advance is considered an account receivable until the travel is completed and you submit an expense report to Accounting Services, along with the required receipts and documentation. Expenses are actually charged to your travel budget only after you submit the expense report. Depending on the timing of the receipt of the expense report, these expenses may not be reflected in your Detail Budget Status Report until a later date.
PROCEDURES FOR REIMBURSEMENT
Note: No reimbursement for travel will be made unless the trip has been approved by the Department Chairperson or Staff Department Head in advance.
1. All travel expense claims must be submitted on travel expense report forms or approved spreadsheet (i.e., electronic spreadsheet application - available on V Drive/Forms/Business Office/Travel Expense Report (year).
2. Dates and time of departure and return should be shown on travel expense report.
3. The business purpose of the travel must be indicated.
4. Travel expense report must be signed by traveler.
5. Travel expense report should be sent to the Controller's Office for reimbursement as soon as the traveler returns from the trip with all receipts attached.
6. Expenses should be expressed in U.S. dollars.
USE OF PRIVATE VEHICLES
Faculty and staff members may be authorized to use private vehicles if the costs involved for such use are no more than a common carrier. Expenses for gasoline, repairs, etc., are included in the mileage allowance. Expenses for parking, storage, and tolls are separately reimbursed at actual cost. Mileage will be allowed for actual business use in the vicinity of the destination, NOT for personal travel.
UNIVERSITY OWNED VEHICLES
University owned vehicles may be used only in the conduct of University business by University staff members with a valid drivers' license. Costs incurred for towing and service calls for University cars are reimbursable when receipts are submitted. Costs due to driver's negligence are not reimbursable.
- The use of rental cars is restricted to situations where commercial transportation facilities are not available or impractical. The use of compact cars is preferred.
- The University has access to reductions on various car rental agency rates through Education and Institutional Cooperative.
- Rental car expenses must be supported by receipts. When renting vehicles, drivers should waive CDW (Collision Damage Waiver) insurance coverage and PA 1 (Personal Accident Insurance) since the University insurance provides auto liability and physical damage coverage while traveling on University business. The University self funds the $250 deductible.
Transportation by private plane is not authorized.
TRAVEL ACCIDENT INSURANCE
The University has coverage for payment of benefits in the event of accidental death while traveling on behalf of the University. Travel by private aircraft is not covered. In addition, the University carries liability, property damage, collision, uninsured motorists, comprehensive, and medical payment insurance on all motor pool passenger vehicles.
Individuals using personal cars for University business must carry adequate liability and property damage insurance on their vehicles.
In case of an accident involving a staff member traveling on University business, a full written report for insurance purposes must be prepared as soon as possible and submitted to the immediate supervisor of the staff member for use in the Business Office. The report should include all important facts related to the accident, such as: place, time, exact nature of accident, names and addresses of all persons involved (including witnesses), extended injuries, and damage incurred.
In addition to the reporting of the above, individuals driving University cars should report accidents immediately to the university Police and Security Department and their department chair. If serious, the report should be made by telephone.
Drivers involved in an accident should report to the proper police officers at the time of the accident. Names and addresses of the drivers involved, witnesses and name and address of insurance company of other driver involved in the accident should be obtained. Where witnesses are reluctant to give names, record the license place number of two or more cars that have stopped.
ADVANCE ALLOWANCE FOR TRAVEL
With appropriate planning, there should be few, if any, occasions requiring a faculty or staff member to use personal funds or personal credit cards to complete a transaction on behalf of the University. Requests for personal reimbursement for travel, accommodations, etc, will be carefully reviewed.
Faculty and staff members who purchase means of travel, accommodations, or registration for conferences, etc., using their personal funds or personal credit cards for payment will be issued a Travel Advance for those expenses if the request for reimbursement is made prior to the date of travel. Upon return, the individual must submit proof of travel/attendance (i.e.: boarding pass, conference materials) to the Controller's Office to clear the advance.
The University offers Purchasing Cards for faculty and staff travel and encourages the use of these cards whenever possible.
Advance of funds for travel may be obtained from the Controller's Office upon request of the traveler and approval of the Authorization for Travel Expense form. Such requests should approximate a reasonable estimate of costs. The minimum request is $25.00. Any surplus of funds at the end of a trip must be returned to the University Business Office when submitting travel expense reports. Travel reports must be submitted within 30 days of the last day of travel. Advances not cleared through this process will be withheld from the next payroll check.
Cash travel advances are made to faculty and staff members working on special projects in accordance with the terms of a contract, gift, or grant.
Travel advances will not be issued to individuals with open travel advances for which travel expense reports have not been filed.
Local travel is defined as travel within the Clark County area. Local travel is not normally reimbursable. Certain exceptions to the policy include the following:
1. University business requires an employee to travel extensively and repeatedly in the local area and if no University vehicle is available for such travel, then reimbursement for expenses related to transportation may be authorized by the appropriate staff member.
2. Reimbursement will not be made for meals taken in the local area except when attendance at a meal is necessary for participation in a conference or meeting or in accordance with provisions of an approved grant.
3. No reimbursement for lodging is allowed in the local area.
4. Approval of a local trip should be completed in advance. If, however, such travel is part of an employee's regular duties, no special record of each trip is necessary.
1. Lodging - actual costs. Tips @ $2.00 each occupancy.
When a faculty or staff member shares a hotel or other lodging with another non-University person (husband, wife, member of family, friend, etc.), the University will bear the expense of a single occupancy. The faculty or staff member will be responsible for the additional cost incurred by a non-University person.
2. Meals - reimbursed at actual costs. No reimbursement will be permitted in excess of $10 for an individual meal without the submission of a receipt.
Normal Travel Large Metropolitan Area
|a) Per Day -||$35.00||$45.00|
|b) Breakfast -||$7.00||$ 9.00|
|c) Lunch -||$9.00||$13.00|
|d) Dinner -||$19.00||$23.00|
|e) Guests -||Actual||Actual|
|f) Tips -||15%||15%|
Reimbursement for breakfast is made when travel commences prior to 7:00 a.m. and extends
beyond 8:30 a.m.; for lunch when travel begins prior to 11:30 a.m. and extends beyond 2:00 p.m.;
and for dinner when travel begins prior to 4:30 p.m. and extends beyond 7:30 p.m.
a. Personal car - As of July 1, 2012 the rate is $0.50 cents per mile
b. University car - dependent upon vehicle
c. Commercial carrier - at tourist rate
4. Other Expenses
1. Parking - actual
2. Snacks - none
3. Telephone & telegraph - actual
4. Toll roads & bridges - actual
5. Baggage handling - tips $2.00
6. Conference fee - actual
7. Limousine service to and from terminal - actual
Reimbursement for highway tolls, telephone calls, and telegrams for business purposes, reasonable expenses in handling, storage and checking baggage, registration fees, parking and storage fees for auto are allowable but must be supported by receipts. Personal charges such as laundry, valet service, entertainment (except when entertaining on behalf of the University during an approved trip), trip insurance, etc., are not allowable.