Policy on Payments to Individuals
Schedule E - TRAVEL  POLICY
(as of January 1, 2003)

Section   1 - Travel Advances
Section   2 - Credit cards - Corporate/Personal
Section   3 - Receipts and documentation
Section   4 - Authorization
Section   5 - Timeliness
Section   6 - Air Travel
Section   7 - Use of Automobiles
Section   8 - Mileage
Section   9 - Rental Cars
Section 10 - Use of Travel Agency
Section 11 - Meals - Spending Guidelines
Section 12 - Accommodations/Lodging
Section 13 - Telephone usage
Section 14 - Foreign Currency Conversion
Section 15 - VAT (Value Added Tax)
Section 16 - Reimbursable/Non Reimbursable expenses
Section 17 - Travel Object Codes
Section 18 - Forms                    

1. Travel advances

Individuals who do not have a University credit card are eligible to receive a travel advance. Individuals who have a University credit card are not eligible to receive a University travel advance, but can obtain a travel advance on their University credit card through an ATM. A minimum advance of $100 is required, with a maximum advance of $350 per day or per 7 day period. The ATM transaction fee of $6.00 is reimbursable, supported by a receipt, on your expense report. The University discourages individuals from carrying excessive cash for travel and recommends use of credit cards (ref. Section 3) for most travel expenses. 

A travel advance is issued for reasonable, anticipated out-of-pocket expenses. The amount of the travel advance will be limited to $50 per day for meal allowances and miscellaneous expenses. For example, a travel advance of $250 is appropriate for a five day trip. Travel advances are also appropriate and issued for pre-paid expenses, e.g. air, hotel or conference fees, when charged to a personal credit card. These pre-paid expenses are then reported on a travel expense report along will all other travel expenses related to that travel destination/purpose.

Please submit travel advances 14 to 30 days before the travel date to ensure receipt based on accounts payable processing guidelines, but not more than 30 days before the departure date. A travel advance is requested by submitting an accounts payable voucher for the amount requested, charging the travel advance account, 013765-1670. The advance is recharged to the department, and deducted from the total expenses due,  when the individual submits his/her travel expense report upon their return. Travel advances are limited to one per individual. Students and outside contractors are not eligible for a travel advance.  

Exceptions to the above guidelines are possible if the nature of the travel makes the use of a credit card difficult or if extended foreign travel is involved. For those instances where a prepayment of deposit is required in advance of travel, please submit an accounts payable voucher for payment directly to the hotel, conference or vendor requesting the payment.

Travel advances require that you submit an expense report within ten (10) business days from the date of completion of travel. Travel advances which are not supported by an expense report within 90 days of the end of travel will be reported as compensation to the traveler and taxed accordingly. Please repay any unused portion of a travel advance by personal check. Checks must be payable to Wesleyan University and must accompany the expense report submission. 

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2. Credit Cards - Corporate / Personal

The University encourages the use of personal credit cards for business travel to limit the need for carrying cash or requesting a travel advance. University corporate cards are available to individuals who travel frequently, upon approval of the Department Head, the Director of Financial Services and credit approval of the credit card Company. Use of the card would terminate when the employee leaves the University. Corporate Card requests and information can be obtained by contacting Valerie Nye, in Financial Services, at extension # 3192.

The University credit card is for business expenses only. The cardholder is individually and personally responsible for all charges incurred on this credit card and for making all payments directly to the Credit Card Company. Failure to make payments on a timely basis will result in the revocation of the credit card at the University’s discretion. All interest and penalty charges are the responsibility of the individual cardholder.

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3. Receipts/Documentation

All travel expenses must be supported by original receipts, submitted and attached to an “Employee Travel Expense Report”. Independent Contractors, consultants and other non-employees who are seeking reimbursement for travel, are also required to utilize this form. Please detail expenses for each day separately. Receipts are required for the following:

Those expenses that do not have receipts, where they are required by this policy, will not be reimbursed. Wesleyan policy determines reimbursement of expenses, whether the expense is federally funded or not. Please note exception to this rule in section on Air Travel.

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4. Authorization

The traveler and direct supervisor or department head must sign travel expense reports. Authorization by an individual other than the direct supervisor or department head requires that the department head sends a written request to Financial Services identifying the authorized designee, and include dollar limitations, if any.  The request requires an original signature of the Supervisor and the designee. The designated person cannot be a direct subordinate of the individual requesting the reimbursement.

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5. Timeliness

Please submit all travel expense reimbursements within ten (10) business days from the date of travel return. Failure to do so could result in delays in receiving reimbursements for personal credit card charges. The University will not reimburse individuals for any interest charges resulting from failure to submit expense reports on a timely basis. Reimbursements of travel expenses past fiscal year end need to be reviewed and approved by Departmental Managers and the Director of Financial Services. No charges can be made to fiscal year accounts once the final month end is run. Please refer to year end closing instructions for deadlines.

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6. Air Travel

All University personnel are expected to travel using commercial airlines, economy class, at the “lowest logical airfare”, unless scheduling or a medical condition necessitates other arrangements. The “lowest logical airfare” is defined as the lowest economy class fare available for flights within three hours before or after the requested departure or arrival time that does not:

Savings on airline fares resulting when a Saturday night stay over is required are encouraged, but should be considered in light of the additional costs for lodging and meals. Air travel is to be reserved well in advance of known travel dates in order to secure the lowest available airfare. The University does not allow use of frequent flyer miles for expense reimbursement.

Travelers who are using federal funds from Grants must be aware that there is a statutory requirement for use of U.S. Flag carriers, whether or not the U.S. Carrier is more expensive than a foreign carrier.  

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7. Use of Automobiles (University owned, rented or leased)

The following transportation policy promotes sound safety practices, minimizes potential legal and financial risks to the University and to members of the Wesleyan community, and complies with statutes of the State of Connecticut.

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Driver Credentials            

1)   Every driver of a Wesleyan-owned, rented, or leased vehicle must have a favorable driving record and a valid driver’s license on his or her person.  If an individual is transporting other employees or students to a University sponsored event, the individual is required to complete a consent form for a Motor Vehicle Report of their driving record. The consent form is available in the Office of Public Safety, 208 High Street.

2)   Every driver of a service bus owned, rented, or leased by Wesleyan must have a valid Public Passenger Endorsement Card (PPEC).  Procedures for obtaining the PPEC are available in the Office of Public Safety (860-685-2345).

Use of Personal Vehicles

3)   Faculty, staff and students should not use their own vehicles to transport students to off-campus events that students are required to attend (e.g., field trips for classes in which a student is enrolled, athletic events in which a student is a participant).  At times, it may be necessary for an individual student to drive to a required off-campus event. However, the student should not transport other students.

4)   Departments should not require individuals to use their own vehicles on University business.  Individuals who choose to use their own vehicles on University business should be aware that their personal automobile insurance provides primary coverage in the event of an accident, with the University's Insurance Policy as secondary coverage.

Reporting Accidents

If a University-owned, rented, or leased vehicle is involved in an accident or otherwise damaged, the occurrence must be carefully documented and reported immediately to the local or state police department, and within 24 hours to the vehicle owner, the Office of Public Safety, and Wesleyan’s Department of Human Resources, attention Judy Buden (860) 685-2338.

8. Mileage / Personal Auto usage

The University will reimburse the traveler $0.32 per mile plus tolls and parking charges.  Receipts must be submitted for tolls and parking. The mileage allowance covers all transportation and operating costs. Repairs to the vehicle and other similar costs, whether they are the result of the traveler’s acts or the acts of others, are not subject to reimbursement.

Travelers who choose to use their own automobiles on a trip for which air travel is more appropriate will be reimbursed for the actual miles the automobile is driven at the standard rate per mile, calculated from the University to the intended destination. This reimbursement may not, however, exceed the economy class airfare to the destination, including attendant costs (e.g. tolls and parking).  A rule of thumb is that the length of the trip should not exceed one day’s drive, which would incur additional lodging costs.

The traveler assumes all responsibility for accidents to the extent of the traveler’s personal auto insurance coverage. If the traveler is involved in an automobile accident while on University Business he/she should notify his/her insurance carrier and the University’s Department of Insurance (346-0708).

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9. Rental Cars

For out-of-town trips, please use Sanditz Travel for your reservations to ensure best available rates. The University recommends Enterprise Rent-a-Car (1-800-243-3722) for in-town and local trips of short duration within driving distance of the University. Enterprise has extended preferred rates to the University for all Connecticut locations. Please use mid-size, standard, intermediate or compact class cars. Since the University's Insurance policy provides coverage, please decline the optional daily insurance. If you choose to accept the daily additional insurance, these charges are not reimbursable.

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10.  Travel Agency

The University recommends the use of Sanditz Travel (Wesleyan ext. 2187) when booking travel reservations for air, hotel and car rental. An exception to this rule would be if a better rate for lodging and/or airfare is available through a conference group rate, or if an alternative agency or booking agent is able to demonstrate substantial, incremental savings. Sanditz Travel will bill airfare directly to the department based on the account number provided and deliver itinerary es and tickets to the campus offices.

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11. Meals - Spending guidelines

The University will reimburse reasonable and actual expenses of meals and gratuities. Generally, meals and gratuities should not exceed the following:

Domestic Travel - $60.00 aggregate maximum, per day for three meals. Receipts are required for all expenses over $20.00 per meal, and will not be reimbursed without a valid, dated receipt. Expenses for Breakfast and Lunch meals should, in most circumstances, not exceed the requirements for receipt, or $20.00.

International Travel - $75.00 per day for three meals. Receipts are required for all expenses over $20.00 per meal, and will not be reimbursed without a valid, dated receipt. Expenses for Breakfast and Lunch meals should, in most circumstances, not exceed the requirements for receipt, or $20.00.

Group Meals – The senior staff member in attendance is responsible for group charges at planned business meeting meals. Spending limits and guidelines apply. Please list names of attending staff for group meals.

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12. Accommodations/Lodging

Room reservations should not exceed the normal rate for a standard single room. Room charges for luxury accommodations are reimbursable only up to the rate for a standard single room. Resort hotels are allowable only when the hotel is the site of the activity.

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13. Telephone usage

All business related calls, facsimiles etc., are reimbursable when accompanied by an original receipt. One personal call (of reasonable duration), per day, will be reimbursed for overnight stays.

14. Foreign Currency Conversion

Please convert expenditures in a foreign currency, supported by a receipt, at the exchange rate of the date of the expense report, within ten (10) working days of return. Use the following web site, http://www.x-rates.com/calculator.html, exchange rate for that date.

15. VAT (Value Added Tax)

International travelers may incur substantial VAT, or Value Added Tax, on services. These taxes may be refundable. If you have incurred substantial VAT tax, please refer to the following web site, http://www.traveltax.msu.edu/vat/vat.htm,  for more information on how you may claim a refund.

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16. Miscellaneous other Reimbursable / Non Reimbursable expenses

Allowable reimbursable expenses include:

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Non-reimbursable expenses include:                                   

Financial Services determines whether other expenses are reimbursable.

17. Travel Object Codes

Commonly used travel specific object codes, used with 6-digit account numbers are as follows:

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18. Forms

1. Accounts Payable Voucher - Form # 0304 (8/96)
2. Employee Travel Expense Report - Form # 0300 (6/94)
    
Note: Instructions on reverse side of forms

If you need these forms, please contact Accounts Payable at extension  #2842 or #2843.