Accounts Payable/Travel 

OUT OF COUNTRY

    Authorization
    Reimbursement
    Transportation
    Lodging & Meals
    Registration Fees
    Miscellaneous Information

Authorization

An out-of-country authorization form is used for out-of-country travel and must be submitted thirty (30) days prior to trip. Be certain to complete all items on the form. Out-of-country travel is authorized by the major department head and the Provost/Vice Provost. 

Be certain to estimate an amount sufficient to cover the entire trip, including airline cost even if the ticket is ordered through the University travel agency. Only actual amounts spent will be charged to departmental budget. If a pre-registration is paid through the purchase requisition route and will not be paid by employee at the meeting, this amount is NOT to be included on the authorization. If a state vehicle will be used, the amount for that should NOT be included. Travel vouchers submitted in excess of 10% of the authorization amount will be handled on a case-by-case basis, if justification is provided and is approved by the department head.

Reimbursement

Out of country travel vouchers are to be submitted within ten (10) days after trip is completed.  Total reimbursement for any out of country trip shall be submitted on ONE travel expense voucher.

Travel expense vouchers are to be typed. An original voucher and original receipts are to be submitted to the Accounts Payable Travel Section. The receipts are to be taped to plain 8-l/2 x 11 paper to prevent loss in transit or in filing. Purpose of trip is to be completed on the travel voucher. Each voucher must contain the employee's Social Security number. The employee shall sign the voucher and obtain all necessary signatures for approval.

CREDIT CARD RECEIPTS ARE NOT ACCEPTABLE - an establishment receipt must be presented in order to receive any payment over $10.00.

If attending a conference, a copy of a modified meeting agenda must be attached to the voucher.

For historic currency conversion rates please visit:  www.oanda.com/convert/fxhistory

Transportation

Rental cars
The cost of rental cars or other special conveyances in lieu of ordinary transportation may be allowed ONLY with written justification when submitted with the "Request for Authorization of Out of Country Travel" prior to the trip.
 
The rental should be for business only. 

Airline Travel
Commercial airline travels shall be coach/tourist class or other reduced rates and on this country's airlines. Additional expense for first class will not be reimbursed.

Airline tickets may be ordered through the authorized travel agency of the University.   Airline tickets may also be charged to the departmental procurement card.

When filing for transportation costs, employee may charge the lowest of:

·        the lowest available air fare at the time the seminar registration is sent in (or at the time the travel authorization is filed). This would include expenses related to any restrictions for the discounted fare. For example, the hotel and subsistence related to staying over a Saturday night, if the discounted fare requires a Saturday night stay, or,

·        the total of all mileage, extra night's lodging, subsistence, parking fees, tolls and other expenses related to driving to the destination.

Lodging & Meals
An employee will be reimbursed for actual cost of lodging provided a hotel or motel pre-printed, receipted bill is attached. A credit card receipt is not acceptable.

Lodging costs should be the most economical that are consistent with the University’s best interests. Facilities providing special government rates or commercial rates will be used where feasible. Reimbursement shall not exceed the cost of a single room rate except where employees share lodging. Each employee will be reimbursed the lesser of the single rate or one-half the double rate.

For out-of-country areas, EITHER actual costs OR high-rate per diem may be reimbursed.  Actual meal costs will be paid provided original, itemized receipts for each meal are attached.  If no receipts are provided,  high-rate per diems may be claimed for ALL meals.  (This is based on the entire trip.  You cannot claim actual expenses one day and per diems another.)  Listed below are the high-rate per diems:

·         Breakfast (must include 6:30 a.m. - 9:00 a.m.)* $8.00

·         Lunch (must include 11:00 a.m. - 2:00 p.m.)* $9.00

·         Dinner (must include 5:00 p.m. - 9:00 p.m.)* $19.00

*Authorized travel must depart before first time and must end after second time

Registration Fees
Registration fees required in official travel for admittance to meetings will be allowed. If the fee entitles registrants to meals, claims for subsistence shall be reduced accordingly. A copy of the meeting agenda must accompany all travel vouchers. If possible registration fees should be paid with the departmental procurement card. 

Miscellaneous Information
Transportation carrier, mileage, tolls, parking, cab, official business telephone calls, baggage charges, etc. ARE NOT included in subsistence rates and should be reported separately. If there is not a specific line, list in "other expenses." Costs over $10.00 require receipts issued by the establishment to support the charges. The only exception is toll charges. Items under $10.00, not requiring a receipt, should be what would be considered ordinary and necessary for that type of transaction. Expenses NOT allowable are alcohol, gratuities (included in meal subsistence), insurance, laundry charges, and any other expenses of a personal nature.  A currency conversion chart can be fund at oanda.com 

There is no provision to be reimbursed for a guest's meal while traveling. 

On rare occasions while out of town, it is necessary to set up facilities to do recruiting. This is possible ONLY IF a contract is set up with the hotel or motel in advance. Contact Purchasing Department for proper procedures.