Section: Financial
Policy Number: 3-7
Policy Name: University Travel Policy
Date: October 10, 1988
Revised: September 26, 1990; July 1994; June 1, 1996; September 20, 2000;
March 16, 2001; August 7, 2002; September 23, 2004; July 1, 2005; September
12, 2005; September 7, 2006; August 11, 2008; February 2010
To define and explain University travel policies and procedures, describe reimbursable expenditures, and inform employees and expense report approvers of their responsibilities in managing and reporting business travel- related costs.
Reimbursement for full or partial expenses connected with University work-related business travel, including attendance at professional meetings, may be approved for faculty, professionals, staff, and authorized students according to the following guidelines and limitations. Departmental units may develop their own additional, business-specific policies that meet their needs. Departmental policies may be more, but not less, restrictive. If the travel is to be charged to contracts, grants, or gifts with more restrictive limitations, those limitations will apply. All travel expenses are subject to internal audit. All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.
Reimbursements for travel expenses incurred while on official leave require specific approval in advance by the Provost for personnel in academic units and by the Executive Vice President for personnel in administrative units, except as noted in Section 3 of the Faculty Handbook.
Conduct University business with integrity, in compliance with applicable laws, and in a manner that excludes considerations of personal advantage.
Exercise good judgment and travel on University business in a cost-efficient manner.
Each Dean or Vice President (or their designee) will determine prior travel approval requirements, if any, for personnel in departments reporting to them.
Regarding travel funded from grants and contracts, in most cases federal agencies require that any travel be specified in the budget for faculty, staff and students. Some federal agencies require written prior approval for out-of-country travel charged to federally sponsored contracts and grants (including federal "pass through" funds). Individuals planning such out-of-country travel should contact the Office of the Vice Provost for Research before the travel occurs.
Payments for travel expenditures must be signed by the traveler and approved by the traveler's supervisor and purpose code(s) administrator(s).
The traveler is personally accountable for the accuracy and veracity of the Business Expense Report (BER), and ensuring it conforms with University travel policies and procedures.
BER approvers are responsible for:
American Express Corporate card is available to University employees to use for travel related expenses.. The AMEX card may be used for payment of car rentals other than those obtained through the Motor Pool (see D.7.d.), shuttle services, bus tickets, lodging, meals, and other expenses necessary for work related University travel. At the end of the travel, a BER form is to be submitted promptly with original receipts and tickets for each itemized expense.
Expenses charged to the AMEX card are the responsibility of the cardholder and are payable in full within 30 days of receipt of the bill. Charge card penalty fees resulting from late payment are not reimbursable and both the University of Delaware and American Express may cancel individual AMEX cards at any time if abuse or payment delinquency occurs. The card is automatically canceled upon termination of employment at the University of Delaware.
The University may provide cash advances to assist employees in financing University-authorized work related travel for anticipated expenses that cannot be charged to the AMEX card or other personal credit card. Airline, train tickets and registration fees are to be charged directly to an authorized procurement card.
University employees, supplemental faculty and professionals, graduate students and fellows on contract, who are being paid by the University, may obtain a cash advance.
Cash advances normally will not be issued for less than $200, nor more than 30 days in advance of the travel.
Cash advances may be requested by the traveler and approved by the account administrator by completing the Business Expense Request - Advance , available in web form. If expenses such as hotel deposits are charged to the traveler more than 30 days before the travel occurs, and the credit card bill is due before the actual trip takes place, a cash advance, supported by documentation showing the pre- travel expense, excluding airline expenses, may be requested to cover such costs.
Requests for cash advances are to show the detail of the items requested; advances for meals may not exceed the amount allowed by the University for meal reimbursement without receipts times the number of days of business travel.
Cash advances are processed as direct deposits unless special arrangements are authorized by Procurement Services.
Cash advances are to be settled promptly within 30 calendar days of the end date of the travel by submitting a BER web form, even if the amount of the cash advance exactly equals the cost of the travel and results in no additional reimbursement requested nor return of excess cash advanced. Failure to settle on a timely basis may result in the full amount of the cash advance being deducted from the traveler's next paycheck. Normal reimbursement will then be made when the final travel accounting is settled.
Reimbursement is made only for necessary expenses of a traveler in the performance of his or her official duties. Expenses reimbursed by any other entity (government, corporation, association, organization, individual, etc.) may not also be reimbursed by the University.
Each traveler is to be reimbursed only for his/her own personal business travel expenses.
No travel expenses other than airline, train tickets and registration fees paid on authorized procurement cards may be directly charged to the University.
The BER form is to be used to obtain reimbursement for authorized expenditures within University guidelines and to settle any cash advances issued for the trip. BER forms must be signed by the traveler and approved by the traveler's supervisor and dean or the appropriate vice president or their designees. The BER form must clearly state the beginning and end dates of the travel, destination(s), and University business related purpose of the trip or expenditures.
BER forms that are incomplete or lacking approvals or required documentation will be returned to the originator for correction.
Original, itemized receipts are required for all travel related expenditures in excess of $10.00 with the exception of lunches, dinners and taxi's as noted below..
Approved meals and incidental expenses for overnight travel will be reimbursed at reasonable actual costs (see G. Extended Stays, for instances when per diem reimbursement may be allowed). "Reasonable" is to be determined by the account administrator and/or supervisor of the traveler. Federal Meal and Incidental Expense per diem rates may be used as guidelines to determine if an expenditure is reasonable. Federal per diem rates are available on the World Wide Web.
All meal expenses must be itemized on the BER, and individual meal expenses that exceed $10 for breakfast, $15.00 for lunch or $25.00 for dinner must be supported by original, itemized receipts. The credit card charge slip alone is not sufficient.
Reimbursements for meals related to travel not involving an overnight stay are required by the Federal government to be reported as taxable income to the recipient. Such reimbursements will be reported on the employee's W-2 form at calendar year end.
No charges for alcoholic beverages are permitted to University basic budget accounts, self supporting accounts, or to government awards. Alcohol must be charged to discretionary-type funds such as those allocated as discretionary, discretionary gifts, or those funds which have been specifically designated for entertainment.
Reimbursable lodging charges may not exceed the normal charge for a single room. It is expected that the traveler will exercise prudent judgment in selecting a place to stay and will endeavor to obtain the lowest commercial rate available at the place of lodging. Original detailed receipts (hotel folio) must be obtained and submitted to request reimbursement.
Travel related lodging at the home of an acquaintance (not a relative) may be permitted at a rate not to exceed $10 per day, and does not require receipts.
Reimbursement for all travel expenses, including meals and lodging, is limited to the University employee traveling on authorized University business and does not include expenses of a spouse or other traveling companion. (See G.2. for exception for extended stays.) If lodging is for more than the employee, University reimbursement is limited to the usual single room rate which should be indicated on the face of the hotel/motel bill.
Registration fees should be charged on an authorized procurement card. In cases where the procurement card is not accepted, a FIN Requisition/Vendor Payment Request web form should be completed and forwarded to Procurement Services. The request is to be accompanied by a letter or registration form, which will be mailed along with the payment by Procurement Services to the seminar or conference sponsor. Registrations paid by Procurement Services are still to be reported on the BER as "Direct Billed" with a reference to the web form number or procurement card charged. Copies of backup must be included to support any "direct billed" item.
If not paid in advance, reimbursement for approved registration fees may be requested on the BER form with proof of payment.
The mode of travel is to be justified on the basis of the most economical use of the traveler's time and the requirements of the trip. If, for the convenience of the traveler, an indirect or interrupted route is chosen, any additional expense will be borne by the traveler. Reimbursement for expenses will be based only on such charges as would have been incurred by a usually traveled route.
When traveling by commercial airline, accommodations are to be for tourist, coach, or economy class. Cost of upgrades will be at the traveler's personal expense.
Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly American Act. Information is available in the Office of the Vice Provost for Research (OVPR).
Airline tickets should be purchased by the traveler (or her/his designee) on an approved University procurement card which will charge the University directly.
Travelers are required to report on the BER, airline tickets charged directly to the University. An original passenger receipt or original e-ticket and all boarding passes must be submitted with the BER when the trip is completed. It should be stated that the tickets were charged directly to the University by indicating "Direct Billed" on the web form.
A University employee who owns a private aircraft may use such aircraft for transportation on their own individual business trip and receive reimbursement from the University only with the prior written approval of the University Provost for academic units or the Executive Vice President for administrative units. Such employees may not use their personal aircraft to provide transportation for other University travelers on University related business. If prior approval is received, reimbursement will be limited to the fare allowed for the usual mode of conveyance to the destination.
Train and bus fares on any trip may not exceed the regular fare charged the general public. The traveler should take advantage of round-trip or excursion rates whenever possible. Upgrades, including the Metroliner Club Car, will be at the traveler's personal expense.
Train tickets should be purchased by the traveler (or her/his designee) on an approved University procurement card which will charge the University directly.
Taxi fares are reimbursable only when it is necessary to use such means of transportation. Receipts are not required, but taxi costs are to be itemized when submitting a request for reimbursement.
(1) Rentals - commercial
Discounted rates are available with rental car companies when alternative methods of transportation are more expensive or not available. Information on corporate rates and reservations may be obtained from the individual companies. Contact information and discount numbers are listed on the Procurement Services website.
Car rentals may be charged to the traveler's Amex card or your own personal credit card. (A University fuel charge card can be obtained from the Motor Pool). At the end of the travel, the original rental agreement and invoice are required to be submitted with the BER if reimbursement is appropriate (or the Motor Pool if the University fuel charge card was used).
The University provides full primary insurance coverage for short term rentals of automobiles by employees on University business anywhere in the United States, its territories and possessions, and Canada. The traveler should refuse car rental insurance offered by the commercial agency. For business rentals or leases lasting more than 30 days, contact the office of Risk Management to have car insurance provided.
(2) University owned vehicles
University owned cars are generally available for business travel through the Motor Pool. If a University car is used, mileage will be charged to the appropriate travel account; tolls and parking will be reimbursed to the driver. Credit cards for gasoline will be provided with the car.
At the discretion of the traveler's supervisor, privately owned vehicles may be used for University travel. Reimbursement for use of a privately owned vehicle will not exceed the cost of a common carrier fare.
Use of a privately owned vehicle is reimbursable at the approved University rate of $ .50 per mile, which is to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage and other similar expenditures, regardless of whether University-owned equipment is carried. University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; primary insurance is the vehicle owner's insurance. University coverage will apply only to claims which exceed the vehicle owner's insurance. The University does not provide physical damage coverage for privately owned vehicles. For more information on automobile coverage, refer to Policy 3-1.
Parking and toll charges are allowable travel expenses. Original receipts or stamped parking tickets showing the exact payment made and date are to be submitted for each expense that exceeds $10.
Charges for baby-sitting, fines for traffic violations, boarding of pets, travel insurance, loss or damage to personal property, valet service, newspapers and periodicals, repairs to personal vehicles used for work related purposes, travel expenses for spouse and other family members, and movies are representative of expenditures that are not reimbursable under University policy.
Luggage assistance, business telephone calls, internet service, and service charges are to be separately itemized on the BER form, and should not be reported as lodging expenses, even though such charges may be shown on the hotel/motel folio.
Exceptions to this travel policy must be approved by the Provost for academic units and by the Executive Vice President for administrative units.
Students traveling for the University are to follow the same policies as University employees. Student travel charged to grant accounts must be specified in the approved grant budget before the travel occurs. Contact the Office of the Vice Provost for Research to determine if the travel is allowed under the terms of the specific grant.
Appropriate student travel supported by a University department may be charged to "private" awards and gifts if the conditions of the agreements or gift restrictions permit such charges, to supplemental funds or to discretionary funds.
University faculty or other personnel conducting study abroad and domestic study-travel programs sponsored by the Center for International Studies will be reimbursed using the following guidelines. Study-travel programs include those offered at locations abroad or within the U.S. but outside of the State of Delaware and which offer credit courses to students.
Expenditures for lodging and travel arrangements and associated expenditure requests must have approval in advance from Center for International Studies and reimbursement for such expenditures must be evidenced by original receipts. Except in unusual cases, University faculty and other personnel accompanying programs with a duration in excess of 5 weeks must be accommodated in lodging with cooking facilities.
Meals and incidental expenses will be reimbursed on a per diem basis as follows:
Foreign locations: Maximum of $34 or 50% (whichever is greater) of the U.S. Department of State daily M&IE allowances established by locale for foreign locations including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico. and territories and possessions of the U.S.
Domestic locations: Maximum per diem is the U.S. Department of State daily M&IE allowance by location.
Except as limited by contract/grant or gift restrictions, round-trip economy air fares for international travel for accompanying spouse and dependent children (under 18 years of age) may be included as part of the project budget where the minimum stay is greater than 60 days. Employees traveling on extended leave, funded from external awards, should contact OVPR for sponsor regulations governing dependent travel. No cost-of- living supplement beyond that for project personnel may be included. The cost of the air fare for spouse and dependent children that is paid by the University represents taxable income to the employee and will be reported to the Internal Revenue Service on form W-2.
Except for extended visits to the University, reimbursement of personnel travel expenses to other than University personnel, e.g., colloquium speaker, prospective employee, etc., is subject to the same regulations that pertain to University personnel. For visits of 5 weeks or more to the University by visiting faculty and professionals, when reimbursement for living expenses is being provided by the University, the department administrator may approve a per diem method and amount in lieu of actual expense reimbursement. The maximum approved per diem amount may not exceed the U.S. Department of State's daily per diem allowance for this area.
The non-University personnel or an administrative officer will complete a FIN Request for Payment to Individual web form attaching any required receipts. After approving the expenditure, it will then be processed for payment in accordance with the usual electronic procedure. The reimbursement check will be mailed by Procurment Services to the non-University personnel.
Federal regulations require that, for payments or reimbursements to be made to or for non-resident alien visitors, the visitor must hold a current visa type that allows such payments. Contact Foreign Student and Scholar Services (FSSS) prior to inviting such visitors to campus for sample letters of invitation that explain visa requirements appropriate for the purpose of the visit. For a complete list of visa types and restrictions on payments, contact FSSS.
Submitted by: Procurement Services
