Highlights of the University policy regarding travel reimbursement include:

• All expense reimbursements must be processed using Chrome River MyU > Key Links > U Travel
• All purchases made using the U Travel Card must be reconciled within 30 days of the transaction.
• All out of pocket reimbursements should be submitted within 60 days of the scheduled trip return date.
• Employees (faculty and staff) traveling on University business are expected to choose the least costly method of transportation and lodging that meets the traveler’s scheduling and business needs.
• Use of the University’s preferred travel agencies and vendors is recommended. Employees are responsible to ensure that travel expenses are valid University business-related, in accordance with University policies and procedures, and are a prudent use of public and University funds.
• Read the Full Travel Policy.

International Travel Policy

University travel policy requires pre-travel registration of all staff/faculty international travel for University purposes. Staff and faculty are required to register international travel through the University Travel Policy website. (NOTE: Registering your travel does not automatically approve your travel request. Any travel approval requirement is still managed within the departments, units or colleges.)

Lodging

The University guidelines for domestic and international lodging is that the nightly lodging rate not exceed 150% of the lodging rate for that city as referenced on the US Government General Services Administration (GSA) website.

• If a request for reimbursement is made for non-conference lodging, which exceeds the guideline and was not pre-approved, the supervisor/manager may deduct the overage from the reimbursement request.
• For non-conference travel, if the lodging rate (excluding applicable taxes) will exceed the guideline, pre-approval must be obtained from a supervisor/manager who is at least one level higher in authority than the traveler or the appropriate designee.
• Read the Full Travel Policy.

The University guideline does not apply to conference travel where the traveler is paying a pre-negotiated rate that is offered by the conference.

Per Diem

Employees in travel status (i.e. travel requiring an overnight stay) on University business will be reimbursed a flat per diem rate for travel related meal expenses.

• Travel begins when the employee leaves their home/office for their trip destination.
• If the employee’s first and/or last travel days are less than a full day, the per diem for those days is prorated according to the GSA M&IE breakdown table (first and last day travel).

Meal Per Diems

Meal Per Diems are based on the rate for that city as referenced on the US Government General Services Administration (GSA) website.

• Receipts are not required (under any circumstances), to be reimbursed for travel meals when using the appropriate per diem amount.
• Maximum meal rates include taxes and tips.
• Meals included with a conference will not be reimbursed.
• Gratuities for baggage carriers, bellhops and hotel maids are included in the incidental portion of the daily per diem; these should not be submitted or reimbursed as separate expense items.
• The breakdown of the meal per diems can be found by clicking the “Meals and Incidental Expense Breakdown” link found on the GSA website.
• Expenditures for alcoholic beverages are generally not reimbursable; see Financial Policy 3.16.2 – Hospitality and Special Expenses.
• Read the Full Travel Policy.

Hospitality & Entertainment

Hospitality and entertainment expenses occur only when non-employees are present and integral to the purpose of the event. Hospitality and entertainment of non-employees includes donor and alumni relations and recruitment of students, faculty or staff, visiting lecturers, representatives of research organizations, visitors from other universities, guests invited to assist in the development of new programs (unpaid consultants), and business and community leaders.

• Employees who incur or approve expenses for hospitality, alcoholic beverages, entertainment, and other special expenses must exercise prudent judgment to ensure that the expenses are for legitimate University business and comply with the Expense Allowability Grid, regardless of funding source.

• For meals in conjunction with business entertainment see Financial Policy, 3.16.2 – Hospitality and Special Expenses.