3.20 Travel, Meals and Other Reimbursable Expenses
General
Travel for University business must be authorized in advance a Vice-President or Dean. The individual is responsible for assuring that budgeted funds are available to meet all travel commitments.
To secure reimbursement original itemized receipts are required for all major travel expenses, including airfare, hotel, and all individual expenses. Reimbursement claims must be reported by date, location, and amount. Reimbursement for subsistence within a 30-mile radius of a person’s home or resident campus is not permitted. Out-of-state travel expenses for meals and lodging may exceed in-state travel up to 50 percent.
Request for reimbursement to an individual should be made within 30 days of charges and covers only those expenses pertaining to university personnel. An individual taking annual or sick leave while away from the university on official business will not be reimbursed for expenses incurred while on leave.
Meals
To secure reimbursement the original itemized receipts are required for the costs of meals incurred within certain limits. Daily travel allowance for three meals is $28 ($42 out-of-state), including tax and tips. If reimbursement is for persons other than the traveler, IRS regulations require that the names of the individuals involved and the purpose of the expense be provided. The following guidelines apply to reimbursement of meal expenses:
- Employees who depart for an overnight trip prior to 6:30 a.m. can file for reimbursement for breakfast, provided an expense was incurred.
- Employees who are official university representatives may be reimbursed for meals that are an integral part of a scheduled, official meeting. Reimbursement is only authorized, however, if the meeting is with persons outside the employee’s department and if the meeting continues during the meal.
- Employees may be reimbursed for a noon meal if the meal is a scheduled part of an intra-university meeting or training session (i.e., the meeting or training session continues during lunch and the employees do not leave the premises of the meeting site). Reimbursement for the meal expenses may be documented by a copy of the formal written agenda. Employees may be reimbursed for noon meals when it is included as part of a required registration fee.
- Business meals are meals taken during which specific University business discussion takes place. When more than one University employee is present during a meal, the senior level employee is typically responsible for paying the bill and seeking reimbursement. Alcoholic beverages may be purchased by administrative officers of the University, including the President and Vice Presidents, when the purchase is for reasonable entertainment for University business. No alcohol may ever be served to students or minors. Expenditures for alcohol are not reimbursable unless approved by senior management.
Lodging
To secure reimbursement, original itemized receipts are required for hotel charges incurred. Reservations should be made in advance whenever practical, and efforts should be made to obtain discount rate accommodations whenever possible. Reimbursement for lodging varies according to arrival and departure requirements. Unless prior approval is received, previous day arrivals and extra-day stays are not reimbursed.
Transportation
Piedmont University has fleet vehicles and vans available for faculty and staff to reserve for university-related travel. Employees are encouraged to use Piedmont University vehicles whenever possible and practical. Priority for use of university vehicles will be given to two or more persons carpooling, regardless of reservation dates.
- Whether traveling in a university or personal vehicle, employees and students must abide by all traffic regulations, including speed limits and seat belt laws. Moving violations incurred while traveling are solely the responsibility of the driver.
- Reimbursement for transportation expenses incurred during use of personal vehicles will be at the IRS mileage rate per mile for the actual miles traveled in the performance of official duties. No mileage costs accrue between an employee’s home and official workplace.
Other Travel Expenses
Registration fees required for workshops, seminars, or conferences are reimbursed when documented by a paid receipt or copy of a check showing payment. Any part of a registration fee applicable to meals should be reported as meal expenses and not as a registration fee if the costs can be separately identified.
In some instances, cash may be required to purchase an item or for travel. When necessary, a Check Request for cash may be submitted to the Business Office at least one week in advance of the purchase or travel.
Expenditures Not Reimbursable
- Costs incurred by unreasonable failure to cancel transportation or lodging reservations.
- Fines for automobile violations.
- Lost or stolen tickets, cash, or property.
- Damage to property.
- Additional travel expenses incurred when an itinerary is altered to accommodate personal affairs (e.g., airline change fee).
- Child care expenses.
- Other expenses not directly related to the performance of the travel assignment (e.g., in-room movies, personal items).