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Payments to Individuals
Schedule
E - TRAVEL EXPENSE
POLICY
(as of July 31, 2007)
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
(Students and outside
contractors are not eligible for a travel advances)
Individuals
who have a University Commercial Credit Card
are not eligible to receive a Travel
Advance, but may obtain a cash advance on their University credit card using an ATM.
The maximum for these advances are $350 per billing period. A minimum advance of
$100 is suggested, to avoid unnecessary transaction fees.
The University discourages individuals from carrying excessive cash for travel
and recommends use of credit cards (ref. Section 3) for most travel expenses.
Individuals who do not have
a University credit card are eligible to receive a travel advance.
A travel advance is issued for reasonable, anticipated out-of-pocket expenses.
The amount of the travel advance will be limited to the appropriate per diem for meal
allowances and miscellaneous expenses. See
below.
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 advance
request form for the
amount requested, charging the travel advance account (013765-1670). Send
these forms directly to Tami Sabo in the Financial Services office. 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 at a time per individual.
A second advance can not be requested until the first one has been reconciled.
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 thirty (30) 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.
Wesleyan University VISA Commercial Credit Cards are available to individuals who travel frequently, upon
approval of the appropriate Senior Staff member. Use of the card would terminate when the employee leaves
the University. Further information regarding the program can be obtained by
contacting Tami Sabo, x3502 or Nathan Peters, x2958 in Financial
Services.
Wesleyan University Bank of America VISA Commercial Card Policies and
Procedures:
- Issuance: A Wesleyan Commercial Credit
Card (hereinto referred to as the Card) is issued at the discretion of
Financial Services with the approval of a Senior Staff Officer.
Individuals with extensive travel requirements or ongoing grant activity are
eligible to receive a Card. Please read the attached Introductory
Letter and find the Credit Card Request Form at
Request Form.pdf.
- Ownership and Cancellation: The Card is
the property of Bank of America. It may not be transferred to, assigned to,
or used by anyone other than the assigned Cardholder. Bank of America
or Wesleyan University may suspend or cancel Cardholder privileges at any
time for any reason. The Cardholder will surrender the Card upon
request, to any authorized agent of Wesleyan University or Bank of America.
Use of the Card or account after notice of its cancellation may be
fraudulent and may cause Wesleyan University to pursue legal action against
the Cardholder.
- University Travel Policy: All purchases
made with the Card are subject to the Wesleyan University Travel Policy:
http://www.wesleyan.edu/finance/financeDept/accounts/travelPolicy.html.
- Default FRS Account: All Cardholders are
required to designate a default account. The account used should be
where most expenses anticipated to be charged, to reduce the number of
reallocations. Reallocation to/from accounts must occur within the
same billing cycle in which the original expense occurred and must comply
with applicable account restrictions. If transfers are not made in a
timely manner, and an account is closed, the Cardholder will be responsible
for finding an appropriate account for the related charges.
- Receipts: It is the Cardholder's
responsibility to obtain a receipt from a vendor each time the card is used.
The monthly statement will be mailed directly to each Cardholder.
Receipts and invoices, with the items or services listed in detail, should
be attached to the Cardholders respective monthly statement and forwarded
to Tami Sabo in Financial Services, North College, within 21
business days. Receipts should not be
attached to the Travel Expense Report. The statement requires the
signature of both the Cardholder and the Supervisor. Failure to
comply with this policy will result in the temporary cessation, and possible
permanent cancellation of the Card.
- Spending Limits: Each Card will have a
preset limit. Upon Financial Services approval, this amount may be increased or decreased
depending on a Cardholders situation or the departments buying need.
- Abuse: Abuse of the Card will result in
revocation of the Card, and personal liability and/or disciplinary action up
to and including dismissal from the program and Wesleyan. It may also
result in legal action. Policy violations include, but are not limited to:
- The purchase of items for personal use.
- Failure to return the Card upon request or when
terminated.
- Failure to maintain proper records in accordance
with published University policies and procedures.
- Card Protection: The Card is valuable
property that requires proper treatment by the Cardholder to protect it from
misuse by unauthorized parties.
- Validation/Safekeeping - Sign the Card
immediately upon receipt. When the expiration date has passed
and/or after receipt of a replacement Card, cut the old Card in half and
dispose of it.
- Lost/Stolen Card - If the Card is lost or
stolen, contact Bank of America immediately at 1-888-449-2273 and notify
Financial Services.
- Disputed Items: It is the Cardholders
responsibility to question and request credit for any erroneous charges,
returns or adjustments and to ensure proper credit is applied on subsequent
statements.
- Sales and Use Tax: Because the
University is a no profit organization, it enjoys the benefit of not having
to pay sales tax on goods and services. When ordering goods or
services, please inform the vendor of Wesleyan's tax status. If any
further information is needed, contact Accounts Payable at x2842 or x2843.
- Separation from the Institution: It is
the Cardholders responsibility to forfeit their Credit Card upon separation
from the institution to an immediate supervisor or directly to Financial
Services.
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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:
-
All
lodging expenses .
-
Meals
in excess of $20.00. (see section 11: Meal guidelines for further details)
-
All purchased transportation expenses. Original,
itemized airline, train ticket receipts and car rental agreements.
-
All
other individual expenses in excess of $20.00
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
Wesleyan employees – Payments made to Wesleyan
employees for travel reimbursement, travel advances or reimbursement for out of
pocket expenses must be supported by original documentation, which should
include the business purpose of the purchase, and signed by both the employee
and their immediate supervisor. Note: Students are not considered University
employees for this purpose.
Payments to non-employee individuals – All
requests for travel expense reimbursement to non-employee individuals must be
supported by original documentation and signed by a University employee and
their supervisor. Note: Students are not considered University employees for
this purpose.
Students – All requests for travel expense
reimbursement to students must be supported by original documentation and signed
by a University employee and their supervisor. Students are not considered
University employees for this purpose.
If the supervisor is unavailable, Fiscal Managers may sign the documentation in
the capacity of the supervisor if it is not a reimbursement to themselves or a
superior. When determining which University employee should sign for payments
to non-employee individuals and students it should be someone who can certify to
the following:
-
Validity of the expense – the product was received or
work performed as expected
-
Accounting – the account number is appropriate with
available budget
-
Compliance – the expenditure is compliant with applicable
policies and regulations (e.g., payments to non US citizens, restricted
accounts and grant awards)
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5.
Timeliness
Please submit all travel expense reimbursements within thirty (30) 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:
-
Exceed a 2-hour layover time.
-
Increase the one way elapsed trip time by more than
2 hours.
-
Include more than one connection in the traveler’s
one way route.
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
Sherri Condon at (860)
685-2437.
8.
Mileage / Personal Auto usage
- Effective 07/01/07 the mileage rate
will be
$0.485 (Forty-eight and 1/2 cents).
This is for travel dates on or after July 1, 2007.
-
The mileage rate is
still $0.445
for travel dates prior to July 1, 2007.
-
The mileage rate is reviewed once a year in June.
The University will reimburse transportation costs to
the extent such costs exceed the normal daily cost to commute to their office.
Therefore, no mileage reimbursements are allowed for commuting to and from
work. Employees cannot request mileage reimbursement and charge for gas, as
the mileage rate includes compensation for gas and depreciation
The University will reimburse the traveler for mileage, 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.
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9.
Rental Cars
For out-of-town trips,
the University recommends Sanditz Travel for your reservations to ensure best available rates.
For in-town and
local trips of short duration within driving distance of the campus, the
University recommends Enterprise Rent-a-Car (1-800-243-3722). 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
There is no
requirement to use any travel agency or online booking service. The University
does recommend the
use of Sanditz Travel (Wesleyan ext. 2187) when booking travel reservations
for air, hotel and car rental for those travelers who do not have or prefer
not to use a personal credit card. Sanditz Travel will
bill airfare directly to the department based on the account number provided
and deliver itinerary 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
(original & detailed), dated receipt . 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.
When
staying with a friend rather than in a hotel, a "meal or gift in lieu of"
actual expenses is appropriate and reimbursable. The gift or meal should be
reasonable and not exceed the cost of acceptable accommodations, as outlined
above, up to a maximum of $75. You must provide receipts for the expenses incurred.
Cash payments to a host are not allowed. The gift/meal must be purchased
and presented to the host during the trip.
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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:
-
2350
- Professional development/Seminar fees
-
2450
- Miscellaneous
-
2600
- Telephone & Fax
-
4505
- Airfare
-
4510
- Other Transportation
-
4515
- Van Transport (Athletics)
-
4516
- Bus Transport (Athletics)
-
4520
- Hotels
-
4530
- Meals
4540
- Foreign travel (Valid only in Grant Accounts & Foreign Instructional
Programs) -
4550
- Recruitment travel
-
4560
- Category IV travel
-
4565
- Student travel
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18. Forms
1. Accounts
Payable Voucher - Form # 0304 (9/01)
2.
Employee Travel Expense Report - Form # 0300 (4/01)
Note: Instructions
on reverse side of forms
If
you need these forms, please contact Accounts
Payable at extension #2842 or
#2843.
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