Division of Student Affairs Travel/Hosting Expense Policy

Transcription

1 Division of Student Affairs Travel/Hosting Expense Policy SPG Compliance ( ) Philosophy In accordance with the education and service mission of the Division of Student Affairs, all staff possess inherent fiscal and ethical responsibilities to the organization and should exercise prudence and reasonableness when expending Division of Student Affairs funds. Staff are expected to use good judgment while traveling or hosting on University business; in cases where good judgment is lacking it may result in the denial of the privilege of utilizing University funds for travel or hosting. The Division of Student Affairs Policy relating to travel/hosting is in agreement with the University s policies and procedures; however, there are some sections of Division of Student Affairs Policies, which are more conservative than the Standard Practice Guide of the University. These adjustments have been made in the spirit of conserving and managing available resources responsibly. Policy Travel All transportation shall be at the lowest logical travel costs available (airfare, train, shuttle service, taxi, rental cars, etc.) The University has retained a designated travel agency and strongly recommends that units utilize all Concur System booking features and the designated travel agency when arranging travel by calling Exceptions to the DSA policy must be approved in advance by the unit Director/Supervising AVP/VPSA as appropriate. AIRFARE AND RAIL Travel shall be at the lowest logical airfare given the circumstances, and be booked no less than two weeks (14 days) in advance, and preferably further in advance to achieve optimal savings, unless there are otherwise extenuating circumstances. If, for reasons of personal convenience, an individual does not use the most direct and inexpensive route and incurs additional expense(s), the individual(s) involved may pay such additional expense(s). For Reimbursement Purposes: The amount of the coach/economy fare must be documented and submitted with the Travel/P- Card Expense Report(s). Receipts MUST show: flight class, cost, dates, destination city, and departing city. Last page of ticket or itinerary or e-ticket accepted. Exceptions require an exception memo approved by the higher administrative authority. - Reimbursement will be made for a maximum of two (2) pieces of checked luggage. - Reimbursement will be made for reasonable seat reservation fees in coach. TRANSPORTATION TO AND FROM AIRPORT/RAIL STATION Transportation options to/from Airport/Rail Station include: - Private car to and from airport for both departure and return or; - Private car mileage for one round trip plus parking or; - Shuttle to Airport/Rail Station (prevailing rate - receipt required) or; - Taxi limited to amount that would be reimbursed if a private car or shuttle from campus had been used, receipt required.

2 GROUND TRANSPORTATION & CAR RENTAL Mileage of Personal Vehicle: Use of a personal vehicle for transportation to and from an event, as the means of main transportation may be eligible for reimbursement. DSA will reimburse mileage at the current UM Mileage Rate ( Mileage is always limited to the miles from your place of business to the location, or from your home to the location, whichever is less. A printout from an Internet map site listing exact mileage from origin to destination must be submitted with the expense report. Mileage reimbursement is limited to the lesser of coach airfare or actual mileage. Mileage rate includes the cost of gas. If mileage is the only expense on the Travel/P-Card Expense Report(s) for the event then the total miles listed must calculate to equal no less than five dollars reimbursement to the traveler using the current mileage rate. Multiple trips may be logged onto one form in order to meet or exceed the five-dollar minimum reimbursement. DSA will not reimburse for in-town mileage (e.g. Ann Arbor campus including Wolverine Tower) Car Rental - Appropriate justification for use of a rental vehicle is required before travel is begun. - A University vehicle should be rented through Parking and Transportation Services when traveling roundtrip from Ann Arbor. The Transportation Services Requisition for Vehicle Reservation, along with appropriate instructions, can be found at - Use of a rental vehicle is allowable only when commercial transportation facilities are not available or are impractical. - The university will not cover additional insurance expenses on rental vehicles. - External car rentals require an original itemized receipt. - Gasoline is an allowable expense for rental vehicles and will be reimbursed with appropriate receipts. Parking Fees Fees charged to leave a car in a cumulative parking lot should be reasonable and the amount of time in the lot should coincide with event and/or flight dates. Airport long-term parking will be reimbursed; it is encouraged to utilize off-sight parking to obtain lowest cost. Fees charged for parking while attending event may be reimbursed but limited to "actual and reasonable" costs. Road Tolls Fees charged for the use of a toll road may be reimbursed but limited to "actual and reasonable" costs. PER DIEMS/TRAVEL ALLOWANCE Travelers will be provided a per diem daily rate to cover the cost of meals and incidentals. The per diem rate will be determined in accordance with the United States General Service Administration (GSA) rate tables ( for destination cities. Departments are required to pay per diem rates during travel within the continental US. For travel outside the continental US (e.g. Alaska), per diems do not apply; rates are provided on the Travel and Expense web site ( Expenses covered by the per diems are listed below. These expenses are not otherwise reimbursed.

3 Meals: - Meals (breakfast/lunch/dinner) >Travelers are eligible for 75 percent of the total per diem rate on the first and last day of travel. >Per Diem will not be reimbursed for meals included in conference registration fees. >P-Card should not be used to pay for meals during travel, unless meals are defined as hosting, as per the SPG. P-Card holders who face a personal financial challenge in paying for meals out of pocket while on travel status should be referred to their unit s financial director (General Fund-Director Finance & HR; Unions-Sr. Assoc Director; Housing- Director Business & Finance; Health Service-Administrative Director). >Federal Sponsored Projects with budgeted lower per diem rates should not exceed those rates. Incidental expenses: - Tips during travel (e.g. to porters, baggage carriers, bellhops, hotel housekeeping, wait staff, transportation). - Mailing cost associated with filing expense reports and reimbursements due to the University. - Transportation between lodging/business and restaurants. - Cash advances (ATM & Travel Advances) are not to be used for meals. Same day trip meals: - Travelers are eligible for 75 percent of the total per diem rate on a single day trip where continuous travel is equal to or greater than 12 hours. - LODGING The university will reimburse lodging expense at a reasonable single occupancy, standard business room rate: - If available, the designated or official (conference) hotel for the event shall be used. - The traveler will select the least expense option available for lodging, taking into consideration proximity to the business destination and safety. - The traveler must inquire about the government rate available, the Big Ten consortium rate, or the conference-lodging rate and select the lowest available rate. - Room charges and applicable taxes only will be reimbursed with an original, detailed paid receipt. - When sharing a room with a non-conference attendee, reimbursement will be made at the single occupancy rate. The conference attendee is responsible for the difference between the single and double room rates, when applicable. Documentation may be required. - When sharing a room with another conference attendee, reimbursement will be made at double occupancy rates. REGISTRATION/CONFERENCE FEES - Registration/Conference fees may be reimbursed when an original, detailed paid receipt is submitted.

4 MISCELLANEOUS In addition to incidental expenses, the following will be reimbursable; - Personal Phone Calls Business telephone (e.g. to and from the office) calls are reimbursable. DSA allows calls home if they are reasonable in duration. Reasonable in duration is defined as 10 minutes or less, one call per day. Staff are encouraged to use phone cards or their personal cell phone to make personal calls while on business travel. - Internet- Internet fees will be reimbursed with evidence of a proven business need for Internet access during travel. - Business office expenses (copy services, postage) - Currency conversion fees - International travel health insurance The following incidental expenses are not reimbursable; - Loss Damage insurance when university agency is available and another auto agency is utilized. - Loss or theft of cash advance money or airline tickets - Loss or theft of personal funds or property - Lost baggage - Movies - Travel accident insurance premiums - Mini-bar charges - Airline, car, and card membership dues and club fees - Travel upgrade fees (air, rail, car) TRAVEL ADVANCE Employees may request an advance within a reasonable period of time before an official business trip to cover expenses that will be ultimately reimbursed by the University and that cannot reasonably be charged to a P-Card. - The minimum travel advance is $300 for employees. - All travel must be accounted for in each units Business/Finance department within 45 days of return date. - Amounts owed to the University after expense advance reconciliation will be returned to the University via payroll deduction. - P-Card holders are not authorized to obtain a travel advance. - Non P-Card holders who face a personal financial challenge in paying for meals out of pocket while on travel status should be referred to their unit s financial director (General Fund- Director Finance & HR; Unions-Financial Manager, Director; Housing-Director Business & Finance; Health Service-Administrative Director). Non-employee students & guests may have their University sponsor approve a request for a Travel Advance. The request then requires the same approval procedures as if the university sponsor had requested the advance for him/herself. - The minimum travel advance is $100 for students and guests. - All travel must be accounted for, in each units Business/Finance department within 45 days of return date. - Students may receive cash from the University s Cashier s Office - Non-employee guests must have a University employee pick up the cash or check at the Cashier s Office.

5 OTHER - Original unaltered receipts for all expenditures are required, except non-hosted meals. - All receipts must be scanned into the Concur expense report. Units should retain original receipts for at least two years (longer where appropriate). - Vacation time may be added to the beginning/end of the conference with the prior approval of your supervisor. - Employee is expected to fully participate in all conference activities (seminars, paid meals, etc.). - University P-cards & personal credit cards are the preferred method of payment, rather than cash advances. - Non-Concur travelers/hosts are to continue to use a department reference number for all of their University travel and hosting. A complete listing of the University travel procedures are provided in the University s Standard Practice Guide BUSINESS MEALS Policy Hosting Business meals are those taken with guests, colleagues, or donors, during which focused business discussions take place. Business meals with vague, unfocused purpose (such as foster collaboration between departments ) are not permitted (Units may have more restrictive limits). Limits to business meals are not to exceed the following; - Breakfast $25 - Lunch $25 - Dinner $55 The following are allowable hosting events (not intended to be an all-inclusive list): - Accompanying visitors, guests, consultants, and employment applicants - Retirement receptions - Business-related meals - Staff or student recognition functions - Team/Community development - Employment anniversary functions (5,10,15, 20, etc) Includes food, beverages, paper products, catering, room rental, mementos, and decorations The following are unallowable hosting events (not intended to be an all-inclusive list): - Birthday (individual) - Births - Anniversaries (personal) - Secretary s/boss s Day - Farewell gatherings (other than retirement) - Alcohol

6 BUSINESS HOSTING University representatives may be reimbursed for approved, necessary, and reasonable business hosting meal expenditures. Business hosting meal expenses, including beverages and tips should not exceed the maximum allowances listed above. OTHER Non-Concur travelers/hosts are to continue to use a department reference number for all of their University travel and hosting. A complete listing of the University hosting procedures are provided in the University s Standard Practice Guide ADDITIONAL RESOURCES For step-by-step instructions and other resources on Concur processes see the Concur Training Resources page. Step-by-step instructions are available for: - Request a Cash Advance in Concur - Approve a Cash Advance Request in Concur - Create a Concur Expense Report - Attach Concur Receipts - Submit a Concur Expense Report Correct and Resubmit - Approving Concur Expense Reports