CHAPTER 5: TRAVEL 5.1 POLICY

Transcription

1 CHAPTER 5: TRAVEL 1. Plicy 2. Travel Authrizatin 3. Travel Advance 4. Allwable Expenses While In Travel Status 5. Nn-Allwable Travel Expenses While in Travel Status 6. Certificatin and Apprval 7. Reimbursement Requirements 8. Payment f Travel Expenses 9. Special Situatins 5.1 POLICY This Plicy sets frth allwable travel expenses that Emplyees and Students may be reimbursed fr while in Travel Status. This Plicy shall als be used t reimburse Nnemplyees fr travel related expenses. This plicy applies regardless f the surces f funding used t pay fr the travel. All Emplyee travel, including grup travel fr athletics and grup travel fr Student accmpanied by an Emplyee, that are required t use the Travel and Expense Management System (TEM), shall be prcessed thrugh the TEM. All Student travel, nt accmpanied by an Emplyee and all Emplyee travel that are nt required t use TEM shall be prcessed using the University s paper based Travel Authrizatin/Travel Expense (TA/TE) Reprt prcess Reimbursement A traveler may be reimbursed fr travel expenses under this Plicy nly if the traveler is in Travel Status r meets the criteria in ne f the special situatins described in sectin 5.9 f this Plicy and the travel expenses meet all f the fllwing criteria: i. Is fr fficial Mines Business - travel shall be fr the benefit f Mines regardless f the funding surce; ii. Are reasnable under the circumstances; iii. Is nly fr the time perid necessary; iv. Is cmpleted using the mst ecnmical means available; v. Is supprted by adequate dcumentatin and is apprved by the apprpriate Apprving Authrity as required by sectin f this Plicy; and vi. Cash Advances and Travel Authrizatin/Expense Reprts are settled as required by Sectin 5.7 f this Plicy Traveler s Respnsibilities A Traveler shall: i. Be respnsible fr cntrlling expenses at a reasnable level and ensuring that Mines receives adequate value fr the amunts expended; ii. Identify expenses incurred fr the benefit f Mines while in Travel Status and request an advance r Reimbursement fr nly thse expenses; iii. Submit necessary and adequate dcumentatin f the travel expenses t the Apprving Authrity; Page 33 f 72

2 iv. Prepare and submit Travel Authrizatin/Expense Reprts in accrdance with sectin 5.7 f this Plicy; and v. Fr Emplyee travel, prir authrizatin is required by the Apprving Authrity and the Emplyee shall cmplete a Travel Authrizatin/Expense Reprt Apprving Authrity s Respnsibilities The Apprving Authrity shall: i. Be a respnsible administratr assigned respnsibility t authrize travel expenditures fr an Organizatinal Unit; ii. Review and apprve the expenses claimed by a traveler and authrize a Cash Advance r Reimbursement fr nly thse expenses incurred fr Official University Business; iii. Ensure that all csts claimed fr Reimbursement by a traveler cmply with Financial Plicy 2-1; iv. At their discretin, require dcumentatin, in additin t the dcumentatin prescribed by this Financial Plicy, deemed necessary r advisable by the Apprving Authrity in cnnectin with the authrizatin and apprval f expenses; and v. Nt apprve expenses fr themselves r fr an individual t whm they reprt t either directly r indirectly. 5.2 TRAVEL AUTHORIZATION The Emplyee and Student traveler shall btain prir authrizatin fr all Official University Business travel frm the apprpriate Apprving Authrity. A Travel Authrizatin Reprt shall be used when the traveler is in Travel Status. If the apprpriate prir authrizatin is nt btained, the traveler may nt be reimbursed fr the travel Travel Authrizatin When Charged t Federal Spnsred Research The Emplyee and Student traveler shall btain prir authrizatin fr all Official University Business travel frm the apprpriate Apprving Authrity, including the Office f Research Administratin, fr all internatinal travel charged t a federal spnsred research. The Emplyee traveler shall cmplete a Travel Authrizatin/Expense Reprt prir t travel. If the apprpriate prir authrizatin per this sectin is nt btained, the traveler may nt be reimbursed fr the travel. 5.3 TRAVEL ADVANCE Eligibility Under certain circumstances, Emplyee and Student travelers may receive a Cash Advance t supprt ut f pcket related expenses assciated while in Travel Status n Official University Business. An Emplyee r Student may receive a Cash Advance fr: Individual travel; r Grup travel invlving Athletics r Students. Page 34 f 72

3 5.3.2 Amunt f Advance The amunt f the Cash Advance fr an individual travel shall be cmputed using the applicable per diem rates and ther allwable estimated ut f pcket amunts. A Cash Advance fr individual travel shall nt exceed $1,500 withut prir apprval by the University Cntrller. The amunt f a Cash Advance fr grup travel is limited t $1,500 times the number f travelers and the Cash Advance fr grup travel shall nly be given t an Emplyee wh is ging n the trip. An Emplyee receiving a grup Cash Advance has the same respnsibilities as if that Cash Advance had been received fr individual travel Apprval Cash Advances prvided t an Emplyee requires cmpletin f a Travel Authrizatin/Expense Reprt Settlement f Advance Upn cmpletin f travel, a traveler shall settle their Cash Advance by fllwing the requirements fr timing, cntent, and receipts set frth in sectin 5.7 f this Plicy. The traveler shall reimburse the University at the time the cmpleted and apprved Travel Authrizatin/Expense Reprt is submitted t the Cntrller s Office t the extent that the amunt f a Cash Advance received by the traveler pursuant t this sectin exceeds the actual expenditures fr reimbursable items in sectin 5.4 f this Plicy. 5.4 ALLOWABLE EXPENSES WHILE IN TRAVEL STATUS A traveler in Travel Status shall be reimbursed fr the items set frth in this sectin, if all ther requirements f sectin f this Plicy are met Ldging The Apprving Authrity shall determine reasnable csts f the ldging based n the business needs f the traveler and the individual Official University Business trip. The traveler shall be reimbursed fr the actual cst f reasnable ldging and shall submit itemized receipts as dcumentatin f the expense. When a duble htel rm is ccupied by the business traveler and thers whse attendance des nt cnstitute a business purpse, the University will pay the single rm rate, if applicable. Single-rm ccupancy rate must be indicated n ldging receipt Meals and Incidental Expenses Any meals reimbursed while in Travel Status shall be reimbursed using the University s apprved per diem amunts. If a meal is included in a cnference fee, is prvided with the cst f ldging, r thrugh sme ther means, a traveler shall nt request Reimbursement fr the per diem amunt related t the prvided meal. The University s apprved per diem amunts are based n the lcatin f the traveler fr each day f the trip. Page 35 f 72

4 Meals fr Days Traveler Departs and Returns Except fr the first and last day f travel, a traveler may claim up t the applicable daily per diem fr each full day f travel. Expenses n the first day f travel will be reimbursed based n 75% f the destinatin city s per diem rate and n the last day based n 75% f the departing city s per diem rate. Under n circumstance shall a traveler request Reimbursement fr mre than the applicable per diem rate Grup Meals fr Athletics and Academic Field Sessins Meals incurred while in Travel Status fr athletic teams r academic field sessins where a grup meal is prvided t the Student/athletes may include bth the Emplyee and the Student/athletes. Such meals shall be based n actual csts incurred fr the meal. Emplyees whse meals are prvided as part f the grup meal are nt eligible fr a per diem Reimbursement fr thse meals Transprtatin A traveler shall be reimbursed nly fr the mst cst beneficial methd f transprtatin available t the traveler that satisfactrily accmplishes Official University Business as determined by the Apprving Authrity. Reimbursement shall be limited t the actual cst f cmmercial transprtatin. A traveler requesting Reimbursement shall submit receipts In accrdance with sectin f this Plicy Rental Vehicles - Emplyees The Emplyee shall be reimbursed fr the mst cst beneficial rental car needed t accmplish Official University Business as determined by the Apprving Authrity. T mitigate risk, travelers shall nly rent vehicles with the OneCard r the University issued travel individual liability card and shall use the apprved car rental cmpanies and apprpriate cntract cde fund n the Cntrller s Office web site, when available. Itemized receipts frm the rental car agency shall be required fr Reimbursement in accrdance with sectin f this Plicy. Fr all dmestic rentals f vehicles, the traveler shall decline all insurance. CDW (Cllisin Damage Waiver)/LDW (Lss Damage Waiver)/theft insurance is always prvided at n cst t traveler by the rental agency when renting with the University s OneCard r University issued travel individual liability card frm cntract rental agencies using the apprpriate cntract cde in the U.S. Therefre, this insurance shuld always be declined. If an apprved car rental cmpany is nt available, the traveler may rent a vehicle frm any available car rental agency and may purchase and be reimbursed fr the additinal insurance. The traveler is required t certify that an apprved car rental agency is nt available. Fr Internatinal rental f vehicles, the traveler shuld purchase additinal rental vehicle insurance Rental Vehicles Nn-emplyees The Nn-Emplyee shall be reimbursed fr the mst cst beneficial rental car needed t accmplish Official University Business as determined by the Apprving Authrity. The Organizatinal Unit is encuraged t have the Nn-Emplyee use an apprved car Page 36 f 72

5 rental cmpany in rder t receive reduced rates. As the Nn-Emplyee is nt cvered by the additinal insurance cverage, the additinal insurance can be purchased and will be reimbursed Mileage fr Persnal Vehicles A traveler shall be allwed mileage Reimbursement fr each mile actually and necessarily traveled n Official University Business using the traveler s persnal vehicle at the statutry rate prvided in TEM r n the Cntrller s Office web site at the time f travel. All requests fr mileage Reimbursement shall be submitted n a Travel Authrizatin/Expense Reprt when in travel status r n a Vucher Request fr same day travel. A traveler nrmally shall be reimbursed at the mileage rate designated fr tw-wheel drive vehicles. A traveler shall be reimbursed at the mileage rate designated fr fur-wheel drive vehicles nly when the use f fur-wheel drive is necessary because f rad, terrain, r adverse weather cnditins and requires prir apprval by the Apprving Authrity. Prir apprval btained fr fur-wheel drive shall be submitted with the Travel Authrizatin/Expense Reprt. Allwable miles are thse driven in excess f the nrmal rund-trip cmmute t primary wrk lcatin regardless f type f transprtatin used fr nrmal cmmute. Mileage t/frm the traveler s destinatin(s) that are 100 r mre miles shall be dcumented using an Internet mapping tl (e.g. MapQuest) and included with the Travel Authrizatin/Expense Reprt Travel t and frm Denver Internatinal Airprt (DIA) Fr travel t and frm DIA, the traveler shall be reimbursed a maximum f 40 miles ne way/80 miles rund trip. The traveler des nt need t prvide dcumentatin f the actual miles driven. Fr travel t and frm DIA n the weekends, the traveler shall be reimbursed fr the actual miles traveled between the traveler s residence and the airprt withut the requirement t deduct the traveler s base cmmuting miles. The traveler shall prvide dcumentatin f the actual miles driven if the ttal miles per rund trip are 100 r mre Airfare All travel shall be cmpleted using the mst ecnmical means available that will satisfactrily accmplish Official University Business using any apprpriate surce f funds. The traveler may request Reimbursement fr business class travel fr internatinal flights when the travel is mre than 9 hurs f nn-stp air travel and requires prir apprval frm the Apprving Authrity. The traveler may request Reimbursement fr ecnmy plus travel when the travel is mre than 3 hurs nn-stp air travel and required prir apprval frm the Apprving Authrity. Seat charges r early barding charges less than r equal t amunts established in the travel FAQ lcated n the Cntrller s Office website are allwable. Travelers are nt required t use a travel agency t bk airline tickets if the ttal airfare is less than $1,000. A University apprved travel agency is required t be used if the ttal airfare is $1,000 r greater unless the traveler can btain a lwer airfare by bking the travel n their wn. The traveler must prvide an airfare qute btained frm an apprved travel agency at the same time the airfare is bked t dcument that a lwer airfare was btained. If apprpriate dcumentatin is nt prvided, the traveler may nt Page 37 f 72

6 be reimbursed fr the airfare. Travelers wh fly internatinally n a frequent basis that are very knwledgeable f the federal airline travel requirements can request an exemptin frm the requirement t use an apprved travel agency. If a traveler chses t bk their wn airfare, the traveler will nt be reimbursed fr the cst f the airfare until the travel is cmpleted. If a traveler chses t bk their wn airfare and fr whatever reasn, the trip is delayed, pstpned, r canceled and airfare credit is received, the traveler will nt be reimbursed fr the airfare r any assciated change fees until the airfare credit is used fr University Business at a later time. When using a University apprved travel agency, the airfare shall be charged t the University s crprate liability card n file with the travel agency. Airline change fees are reimbursable t the traveler nly if travel plans are changed fr Official University Business reasns. The business purpse fr the change in travel plans shall be included n the Travel Authrizatin/Expense Reprt. Any cancellatin r change fees are the respnsibility f the traveler if the charges are a result f a persnal nature Airfare Charged t Federally Spnsred Research Prjects Fr airfare charged t federally spnsred research prjects, the traveler shall cmply with the fllwing restrictins in additin t the restrictins identified abve: Cmpliance with the Fly America Act fund at 41 CFR Parts thrugh and Open Skies Agreement fr all internatinal travel. Airfare csts in excess f the basic least expensive unrestricted accmmdatins class ffered by cmmercial airlines are unallwable except when such accmmdatins wuld: (i) Require circuitus ruting; (ii) Require travel during unreasnable hurs; (iii) Excessively prlng travel; (iv) Result in additinal csts that wuld ffset the transprtatin savings; r (v) Offer accmmdatins nt reasnably adequate fr the traveler's medical needs. The nn-federal entity must justify and dcument these cnditins n a case-by-case basis in rder fr the use f first-class r business-class airfare t be allwable in such cases Baggage Fees A traveler may be reimbursed fr reasnable baggage fees if nt included as part f the airfare. Charges fr excess baggage are reimbursable nly when the traveler is transprting University materials r when the extended perid f travel necessitates excess persnal baggage. A traveler requesting reimbursement shall submit receipts In accrdance with sectin f this Plicy. Page 38 f 72

7 5.4.4 Gratuities/Tips A traveler cannt claim Gratuities/Tips as a separate item n a Travel Authrizatin/Expense Reprt. Gratuities/Tips paid t prters, baggage carriers, bellhps, htel maids, and skycaps fr airprt check-in are included as part f the per diem and incidental expenses rates and are therefre nn-reimbursable. Gratuities/Tips paid in cnjunctin with meals are included in the per diem rates and are therefre nnreimbursable. Gratuities/Tips paid in cnnectin with grund transprtatin expenses shuld be included as part f these expenses and shall nt exceed 20% f the assciated fare Other Allwable Expenses While In Travel Status In additin t ldging, meals, and transprtatin, the actual expenses identified belw, incurred as a part f apprved travel, are allwable if necessary t cmplete Official University Business. See Sectin 5.7 fr receipt requirements. Camping site fees paid fr a cmmercial camp grund r a state r natinal park; Cmmercial grund transprtatin, including Gratuities/Tips; Fees t btain a visa/immunizatins if required as part f travel fr Official University Business; Fees t purchase traveler's checks r transactin charges fr the use f the University s OneCard r the University issued travel individual liability card; Freign currency exchange rate fees. Freign currency transactins shall be reimbursed at the USD equivalent rate in place as f the first Mnday f the travel; Laundry/Cleaning services if the traveler is n Official University Business fr six days r mre; Parking fees; Telephne, fax, internet access, and ther similar miscellaneus business expenses incurred fr Official University Business; and Tll rad charges Nn-Business Days Weekends, hlidays, and ther necessary standby days may be cunted as business days nly if they fall between business travel days. If they are at the end f a traveler s business activity and the traveler remains at the business destinatin fr nn-business reasns, Reimbursement is nt allwed fr the additinal days. [Summary f Allwable Expenses in Travel Status n next page] Page 39 f 72

8 5.4.7 Summary f Allwable Expenses While In Travel Status Rate Rate Receipt Required? Ldging Actual Yes Meals and Incidental Expenses (M&IE) Per Diem Rate N Cmmercial grund Transprtatin Actual Yes, if $50 r higher (including Gratuities/Tips) Rental Vehicle Actual Yes Mileage fr Persnal Vehicles See Cntrller s N Office web site Airfare Actual Yes Other Allwable Expenses Actual Yes, if $50 r higher Gratuities/Tips Included as part f M&EI Nt Allwed N/A Apprpriate Surce f Funds Allwable expenses under this sectin shall be charged t the mst apprpriate Index in the finance system. If therwise allwable expenses are determined t be unallwable using a particular Index, such as spnsred research prjects r gift funds, the Emplyee and Apprving Official shall identify ther apprpriate Index(s) t charge the expenses. 5.5 UNALLOWABLE TRAVEL EXPENSES WHILE IN TRAVEL STATUS A traveler shall nt be reimbursed fr the fllwing expenses while in Travel Status: Alchlic beverages; Entertainment expenses; Persnal expenses incurred during travel that are primarily fr the benefit f the traveler and nt directly related t Official University Business; Plitical activities; Traffic fines and parking tickets; and Certain insurance cverage - The cst f additinal r ther types f cverage shall nt be reimbursed, including withut limitatin, expenses paid by a traveler fr the fllwing: Cllisin damage waiver r lss damage waiver fr rental vehicles, unless it is fr internatinal travel; Supplemental liability insurance n rental vehicles; Additinal liability insurance fr rental vehicles; Persnal accident insurance n rental vehicles; Persnal travel insurance; Trip cancellatin insurance; and Supplemental life insurance fr airline r cmmn carrier travel. Page 40 f 72

9 5.6 CERTIFICATION AND APPROVAL Apprval Fr all travel Reimbursements, the Apprving Authrity shall apprve the Travel Authrizatin/Expense Reprt. By submitting the Travel Authrizatin/Expense Reprt fr apprval, the traveler is certifying the fllwing: "I certify that the statements in this reprt are true and crrect in all respects; that payment f the amunts claimed herein has nt and will nt be reimbursed t me frm any ther surce; that travel perfrmed fr which a Cash Advance r Reimbursement is claimed was perfrmed by me while n Official University Business and that n claims are included fr expenses f a persnal r plitical nature r fr any ther expenses nt authrized by these Plicies; and that I actually incurred r paid the perating expenses f the mtr vehicle fr which Reimbursement is claimed n a mileage basis. Further, I hereby authrize the University t deduct frm my pay any amunt paid t me in excess f my authrized expenses as prvided by this Plicy. 5.7 REIMBURSEMENT REQUIREMENTS Timing A cmpleted, apprved, and submitted Travel Authrizatin/Expense Reprt (TA/TE) frm shuld be sent t the Cntrller s Office within 20 wrking days f cmpletin f travel t allw fr prper and timely recrding f expenses, unless therwise prvided under this Plicy. Any Reimbursement submitted after 60 days f the cmpletin date f the travel will be treated as taxable incme and the ttal amunt f the reprted Reimbursement shall be included in the Emplyee s W-2 fr that calendar year. A Travel Authrizatin/Expense Reprt, fr therwise allwable reimbursable expenses, nt cmpleted, apprved, and submitted t the Cntrller s Office within six mnths f the cmpletin date f the travel will nt be prcessed and the traveler will nt be reimbursed Unsubstantiated Reimbursements The University will reprt as additinal W-2 incme, t an Emplyee, the Reimbursement f any expenses apprved by the Apprving Authrity that is nt substantiated by an apprpriate receipt r adequate explanatin. If a traveler has inadvertently lst a receipt, the traveler shall cmplete and submit a lst receipt frm. The Apprving Authrity shall determine whether r nt the Emplyee will be reimbursed fr the expenses assciated with the lst receipt Receipts Receipts are required fr ldging, rental vehicles, airfare, and any charges n the University s OneCard/Prcurement Card, regardless f the amunt. Such receipts shall be detailed receipts and shall include the date f service. Receipts fr ut f pcket csts are nt required fr any expenses fr which the individual charge is less than $50. Nn-specific charge card transactin slips r credit card statements dcumenting the vendr and amunt paid may be accepted as prper dcumentatin except fr ldging, rental vehicles, grup meals, meals as part f an Official Functin, and airfare charges. Page 41 f 72

10 In extenuating circumstances, the Apprving Authrity may waive the requirement fr a receipt upn receipt f a written certificatin frm the traveler that includes the cst incurred, and prvides the reasn why a receipt was nt btained/available. The Apprving Authrity may establish alternative dcumentatin requirements fr travel t certain lcatins where cmpliance with the receipt requirement is determined t be impractical by the Apprving Authrity, and the Cntrller cncurs (e.g., Freign Travel, grup travel, etc.) 5.8 PAYMENT OF TRAVEL EXPENSES Electrnic Reimbursement At the Cntrller s Office discretin, a traveler shall be reimbursed fr Cash Advances r expenses claimed n the Travel Authrizatin/Expense Reprt r TA/TE frm by direct depsit using Electrnic Funds Transfer r by a University check Crprate Liability Cards The University may utilize any crprate liability card prgram that meets their business needs, and create r adpt rules and prcedures related t the required campus use f that card prgram. 5.9 SPECIAL SITUATIONS Travel Type Charges When Nt in Travel Status Emplyees will nt be reimbursed fr per diems and/r ldging charges when nt in Travel Status Travel t a Temprary Wrk Lcatin A traveler may be reimbursed fr transprtatin expenses t a Temprary Wrk Lcatin, regardless f distance, nly if the temprary wrk lcatin is in the same trade r business as the traveler s regular wrk lcatin When a persnal vehicle is the usual methd f cmmuting Traveler shall be reimbursed t the extent the number f miles between the Traveler s Residence and the Temprary Wrk Lcatin exceeds the nrmal cmmuting miles frm the Traveler s Residence t the Traveler s Regular Wrk Lcatin When a persnal vehicle is NOT the usual methd f cmmuting Traveler shall be reimbursed fr the number f miles between the Traveler s Residence and the Temprary Wrk Lcatin. The Apprving Authrity shall btain sufficient infrmatin t knw if the traveler s persnal vehicle is the usual methd f cmmuting. Page 42 f 72

11 Travel While n Bard Apprved Sabbatical Travel expenses by an Emplyee while n Bard f Trustee s apprved sabbatical leave that are incurred fr Official University Business are eligible fr reimbursement if it is reasnable, funds are available, it is cmpliant with University finance and travel plicies, and it is apprved by their respective Vice President/Prvst, Dean, r Department Head. While the mst apprpriate surces f funds t cver travel expenses are research accunts, research develpment accunts, r fundatin accunts, any restrictins set frth by the funding surce must be hnred. The General Fund shall nt be used t reimburse sabbatical leave travel expenses. Any reimbursed expenses deemed persnal by the Internal Revenue Service will be included as taxable incme and apprpriate taxes withheld Nn-emplyee Travel Nn-emplyees receiving Reimbursement frm the University fr assciated travel csts, are subject t the Travel Plicy, except that the Apprving Authrity may certify submit/ sign the Travel Authrizatin/Expense Reprt, as required by sectin f this Plicy, n behalf f the Nn-emplyee traveler if the Nn-emplyee traveler is nt available t sign the Travel Authrizatin/Expense Reprt. Organizatinal Units are encuraged t pay travel csts fr Nn-emplyees, such as airfares and htels, directly t minimize the ut f pcket cst t the traveler and ensure that the requirements f sectin f this Plicy are met. All Nn-emplyees will be required t have a cmpleted and signed W-9 in rder t be reimbursed by the University fr any travel csts Allwances fr Travel Nt Slely fr Official University Business In sme instances, the purpse f travel may be partially fr Official University Business and partially fr persnal reasns. In these instances, the traveler shall make a reasnable allcatin f the expenses between Official University Business and persnal r plitical purpses and the Travel Authrizatin/Expense Reprt fr such expenses shall cntain such allcatin and sufficient dcumentatin t explain the basis fr the allcatin. If an Emplyee btains lwer rates fr ldging r transprtatin because travel is extended fr persnal reasns, these lwer rates shall als apply t the Official University Business prtin f the travel Allwances fr Travel Paid Directly by a Nn-Mines Entity Mines fficials and Emplyees may be invited t attend a cmmittee meeting, seminar, r cnference cncerning Official University Business where their travel expenses are paid directly r reimbursed by the spnsr f the meeting, seminar, r cnference. In such instances the University fficial r Emplyee may accept the invitatin if the travel has been apprved by the apprpriate Apprving Authrity and des nt vilate ther State statutes r cnstitutinal prvisins. Such travel des nt need t be reprted n a Travel Authrizatin/Expense Reprt Allwances fr Travel with Spuse, Relatives, r Friends Reimbursement fr Emplyee s spuse, dmestic partner, r ther traveling cmpanin shall nt be allwed except as specifically apprved in advance by the apprpriate Dean r Page 43 f 72

12 Vice President. Reimbursement fr travel expenses under this sectin shall be treated as taxable incme and the ttal amunt f the reprted Reimbursement shall be included in the Emplyee s W-2 fr that calendar year Staying with Friends/Family When a Traveler arranges private ldging and meals (staying with friends/family) the Apprving Authrity may negtiate a special meal nly per diem rate fr that perid f travel. The rate negtiated shall be n a case-by-case basis and under n circumstance shall the negtiated rate exceed the established per diem rates fr the place f travel. The Traveler shall nt be reimbursed fr any private ldging csts paid t friends r family Allwances fr Travel by the Bard f Trustees Members f the Bard f Trustees may be reimbursed fr actual and necessary travel expenses incurred in the perfrmance f their fficial Trustee duties, t the extent that such expenses are reasnable under the circumstances. The President s Office shall be respnsible fr such Reimbursements. Page 44 f 72