Travel Policies and Procedures
1.00 Purpose of Policy
The University appreciates the efforts of those who travel on University business. Travelers
should be comfortable while traveling, understand all travel related policies, and obtain
reimbursement quickly. At the same time, it is necessary to keep trip costs within reasonable
limits and to follow consistent reimbursement procedures. This policy is intended to:
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Ensure clear and consistent understanding of policies and procedures.
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Ensure compliance with state, federal, and Internal Revenue Service regulations.
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Provide guidelines that simplify travel arrangements.
Miami's travel policy meets the IRS definition of an "accountable plan" and the standards of the
Ohio Revised Code and the Office of Budget and Management. As a result, travel
reimbursements do not have to be reported as taxable income to the traveler.
Under IRS rules for accountable plans, travel advances and reimbursements of expenses must
meet these requirements:
 Advances and reimbursements must be made for business expenses only and must be
reasonably related to the expenses the employee is expected to incur.
 Travelers must provide a report substantiating the amount, time, use, and business
purpose. Original receipts must be attached to the report. To insure compliance with the policy
and procedure guidelines, travel expense reports should be turned in within a reasonable amount
of time after travel is completed. This will help the traveler receive the accurate per diem and
mileage rates pertaining to the time frame of the travel.
2.00 Scope of Policy
This policy applies to anyone who travels on University business, regardless of the source of
funds. Departments may elect to impose stricter controls over travel expenditures than those
required by this policy.
University travelers are expected to spend Miami funds prudently and to obtain prior approval
for the trip. Business travel expenses will be paid by the University if they are reasonable,
appropriately documented, properly authorized, and within the guidelines of this policy.
Individuals who incur business travel expenses should neither gain nor lose personal funds
because of their travel. It is strongly recommended that before any travel takes place the traveler
should carefully study the policy and procedure guidelines. This will keep the traveler up to date
with new changes in per diem and mileage, as well as any other changes to the policy. Travelers
must sign the expense report form certifying that the request is for reimbursement of duly
authorized expenditures actually incurred by the traveler in accordance with Miami University
travel regulations.
Documented explanations for unusual circumstances encountered by the traveler are always
helpful in substantiating the expense.
Travel reimbursement requests must be signed by the traveler and an authorized signer. The
signer must have a supervisory relationship to the traveler.
3.00 Spousal Travel Policy
The travel expenses of a spouse (or equivalent) who accompanies a University business traveler
(e.g., the President, Provost, or a Vice President, or Dean) are reimbursable under this policy,
provided it can be established that the spouse’s presence serves a bona fide University business
purpose.
Under IRS regulations, the travel expenses of a spouse are not taxable, provided it can be
established that his or her presence serves a bona fide business purpose. A spouse who attends a
function is considered to have a business purpose if he or she has a significant role in the
proceedings or makes an important contribution to the success of an event. Generally, protocol
or tradition dictates when the participation of an administrator’s spouse is required at official
University functions, such as alumni gatherings, fund-raising or ceremonial activities, certain
athletic events (see below), and community events.
The Request for Spousal Travel Form (Appendix G) must be approved prior to incurring any
travel expenses.
If a spouse has no significant role in the proceedings attendance does not constitute a bona fide
business purpose. Such expenses are taxable to the employee and therefore may not be
reimbursed under this policy.
4.00 Athletic Travel – Spouse and Other family Members
Travel by a spouse (or equivalent) who accompanies the athletic director (or assistant director or
head coach) to sporting events such as bowl games and tournaments is presumed to have a bona
fide University business purpose (see Spousal Travel, above) in situations where the NCAA,
MAC or potential donors expect that certain high-ranking members of the athletic department,
and their spouses, will participate in events associated with these athletic activities. The travel
expenses of a spouse incurred in the pursuit of such activities may be reimbursed, provided
documentation, such as an NCAA event agenda, is provided to substantiate the business purpose
of the travel. Travel expenses incurred by other family members generally do not satisfy the
bona fide University business purpose test and therefore are not reimbursable.
The Request for Spousal Travel Form (Appendix G) must be approved prior to incurring any
travel expenses.
If a spouse has no significant role in the proceedings attendance does not constitute a bona fide
business purpose. Such expenses are taxable to the employee and therefore may not be
reimbursed under this policy.
5.00 Procedure Before Travel
5.01 Internet Reservations
The Internet may be used to book flights and make hotel reservations. There will not always be
a zero balance hotel bill or a passenger receipt to turn in with the travel expense
report. Therefore print off the confirmation documentation or e-ticket information when making
the reservations showing all fees, taxes and a total paid amount. This should also include proof
of payment, which needs to include more than the statement that the credit card number is on file
this is NOT proof of payment. Some sites do not include this on the confirmation documentation
because of security reasons. In this case a credit card statement or printout from the traveler’s
Internet credit card account showing this charge and indicating the traveler’s name and part of
the account number must be included with the travel report. When possible, use the
departmental procurement card to make these arrangements This will also allow the traveler to
take advantage of any discounts or bonuses available.
5.02 Hotel Reservations
Travelers may stay in a standard room at a non-luxury hotel. Hotel expenses will be reimbursed
only when the traveler is conducting business forty-five or more miles away. (Hotel stays in
Dayton and Cincinnati are not reimbursable.) Unless special circumstances dictate the stay, an
explanation should be attached to the travel request form in these cases.
Most personal expenses incurred while traveling will not be reimbursed. Hotel-related expenses
not reimbursed include:
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In-room movies/video rentals
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In-room alcoholic beverages or snack bar items
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Babysitting
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Recreational activities
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Other personal items
5.03 Discount Agreement ****NO LONGER VALID****
5.04 Rental Car Guidelines
Travelers may rent a car to/at their destination when:
Driving is necessary to transport large or bulky supplies and/or materials; and, it is less
expensive than other transportation modes such as taxis, airport limousines, and airport shuttles.
Travelers are expected to request the least expensive rental car available. Upgrades are not
allowable unless an explanation of legitimate need is provided.
5.05 Rental Car Reservations
Rental car reservations may be made to an approved rental car company. For a list of approved
rental car providers and booking instructions, go to the Business Services Motor Vehicle Rental
Information website.
The Inter-University Council of Ohio Purchasing Group and the State of Ohio Department of
Administrative Services have entered into a master vehicle rental contract with Enterprise Renta-Car. This contract is currently available and will be the only source for renting a vehicle at
Miami beginning January 1, 2011.
Under this program, authorized travelers on all campuses can rent vehicles at a guaranteed daily
rate by telephone or through a website. Rentals include unlimited mileage and all insurance.
University employees may also enroll at no charge in the “Emerald Club,” the
National/Enterprise program that allows expedited rentals at many airports.
Enterprise will allow drivers age 18 and over. There is no charge for additional drivers in each
vehicle. Student drivers of vehicles capable of carrying more than six passengers must complete
and on-line driver training course. To enroll student drivers in this course, you need to contact
the Environmental Health and Safety Office at 529-2829.
Fuel is not included in the vehicle rental rate. Drivers should either purchase fuel using a Miami
Purchasing Card or use cash/personal credit card and submit a travel reimbursement request to
Accounts Payable. Enterprise guarantees the availability of sedans subject to a one-day advance
reservation. The availability of minivans, SUVs and 12-passenger vans is guaranteed with a
seven day (7) day advance reservation. Fifteen-passenger vans may not be rented for university
use.
Telephone Reservations:
Local: (513) 524-9800 – The local staff can assist in off-site reservations.
Toll Free: (800) 261-7331
Online reservations:
http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=MIAMIUNI
Customer Number: XZ38Y06
Ref ID: MIAMIUNI
Emerald Club Enrollment Link: https://www.nationalcar.com/offer/XZ38Y06
Additional Information on the Enterprise Contract may be found at:
Exhibit A: Enterprise Vehicle Rental Program Summary:
http://www.iucpg.com/PriceAgreementContracts/vehiclerental/ExhibitAEnterpriseVehicleRentalProgramSummary-6-8%202010.pdf
For travel outside the U.S., the optional damage insurance should be accepted and will be
reimbursed for official travel.
The University's insurance will not cover personal use of rental automobiles. If a portion of the
rental is for personal use, travelers should look to their personal automobile insurance or
purchase optional damage insurance at personal expense to insure physical damage coverage.
5.06 Authorized Rental Car Drivers
All individuals who intend to drive the rented vehicle must be listed with the rental agency for
insurance purposes.
5.08 Short Term Cash Advances
Short-term cash advances are available for student field trips, team travel and special
circumstances approved by the Bursar's Office. Individuals who meet the above qualifications
should call the Bursar's Office, 9-8709, ten (10) working days before the advance is needed. A
cash advance authorization form will be issued to the traveler by the Bursar's Office. The form
should be completed and returned with authorized signature. Upon return, travelers are required
to prepare an expense report providing complete information and documentation of the purpose
of the expenses. The expense report should be submitted to the Accounts Payable Office, 107
Roudebush Hall.
Employees must return any advance amounts in excess of substantiated expense to the Bursar's
Office within fifteen (15) days after completion of the trip.
5.09 Long Term/Workshop Advances
Long-term cash advances are available for extended periods of travel, including summer
workshops. A request for a long-term cash advance must be made fourteen (14) working days
before it is needed.
The traveler should prepare one requisition for all requested funds, including the per diem. The
requisition should include the following information:
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Individual's name
Banner Plus Number
Name of workshop
Dates of workshop
Amount being requested
Specific use of funds
Authorized signature
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An additional explanation sheet may be attached to the requisition detailing uses of funds
and complete account numbers.
The requisition should be submitted to the Purchasing Office. It is important to make sure the
budget is consistent with the cash request. Any variations will cause delay. All cash advances are
subject to review and approval by the Controller's Office. The traveler will be required to sign a
cash advance form at the time he/she receives the check from the Accounts Payable Office, 107
Roudebush Hall.
Documentation of cash advance expenditures of workshop funds is subject to the same rules and
regulations as all other University travel expenditures.
Long-term/workshop cash advances are subject to the provisions of Internal Revenue Code
Section 62(C). For long-term/workshop cash advances:
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Cash advances cannot be drawn more than fourteen (14) days before travel expenses will
be incurred.
Cash advances must be documented and reported within thirty (30) days after the
expenses are incurred (last day of workshop).
Original receipts are required for every dollar spent (excluding per diem).
Documentation must be included to verify the currency exchange rate for foreign travel
(credit card receipt, bank memo, etc.)
Any advance amounts in excess of substantiated expenses must be returned to the
University within thirty (30) days after the expenses are incurred (last day of the
workshop).
In accordance with these IRS regulations, failure to comply with the above timetable will result
in the cash advance amount being submitted to the University's Payroll Office for inclusion as
additional income on the employee's wage and tax statement (W-2 form).
5.10 Workshop Debit Cards
The Workshop Debit Card is a Visa debit card that provides access to a special checking account
set up with a specific amount of funds to meet various workshop expenses. The card is issued in
lieu of cash advances to meet purchase and travel expense needs of workshops conducted abroad
or outside the local area. The card is used as the only access to funds transferred to this account.
No checks are actually provided. The card can be used to pay authorized workshop expenses
directly in the same manner that a person would use a credit card. They can be used at any Visa
merchant. They can also be used to obtain small amounts of cash through automated teller
machines (ATMs) for miscellaneous expenses (cab fares, etc.) where the card cannot be used
directly. Funds remaining at the termination of the travel or project will be transferred back to
the workshop budget.
Issuance
Workshop debit cards are issued by the Accounts Payable Office, 107 Roudebush Hall. Issuance
will generally be limited to workshops or other programs where travel abroad or travel outside
the local area is involved. Cards will be issued in the name of the University and the workshop or
program. Normally one card is issued per workshop or program. Additional cards can be issued
for a single account, and additional accounts can be established where there is a need to budget
funds separately.
Debit Card Application and Authorization
Debit Card Requisition
Responsibility
The cardholder is responsible for the security of the assigned card. The card is issued in the
workshop or program name, and it will be assumed that any use of the card is proper and
authorized unless the card is reported lost or stolen prior to use.
Issuance of the card will be treated by the University as a cash advance, subject to the provisions
of Internal Revenue Code Section 62(C). The card will not be issued more than twenty-one (21)
days prior to when expenses will be incurred, and all usage of the card must be documented and
reported within thirty (30) days after the end of the workshop. Original itemized receipts must be
obtained and turned in for every dollar spent. Any individual who uses the card and does not
provide documentation of the use of the funds (including individual itemized receipts for each
expenditure) within thirty (30) days after the end of the workshop may have the non-documented
amount reported to the University Payroll Office for inclusion as additional income on the
employees wage and tax statement (W-2 form).
Additionally, use of the card in a manner contrary to University policies and procedures or
failure of the cardholder or his/her designee to properly account for purchases/expenditures in a
timely manner at the end of the program may result in the creation of a personal liability to the
University and/or subject the cardholder to disciplinary action.
Use
Using the card for a workshop/program related purchase is similar to using any credit card. The
card is simply presented at the time of the purchase or use. For weekends, the period from 3:00
pm Friday to 3:30 pm Monday constitutes a single day. Purchases made within the state of Ohio
are to be tax exempt and any taxes charged will be the cardholders responsibility. For any
purchases within the United States, the purchaser should attempt to make the purchase tax free
and be prepared to provide an exemption certificate when requested. Exemption certificates are
available in the Accounts Payable Offce or Purchasing Office. The provider will process the
transaction as they would any consumer credit card purchase through the Visa network. Visa
verifies that funds are available for the purchase and debits the account for the amount spent,
reducing the available budget.
The charge slip and itemized sales ticket must be collected by the cardholder for each debit card
and cash transaction, and turned in to the Accounts Payable Office for a reconciliation process to
be done upon return from travel.
To obtain cash, the cardholder may use any ATM on the Visa system. The transaction will be to
withdraw cash from a checking account. Documentation received with the card will provide the
cardholder with the daily limits on cash withdrawals and purchases. Wherever possible, the card
should be used for a direct payment, using cash only for incidentals such as cab fare, parking
fees, etc. where a direct transaction is not possible. The ATM receipt as well as receipts for cab
fares, parking fees, etc. must be collected by the cardholder and be retained for reconciliation to
be done upon return from travel.
Purchases made and expenses paid through the debit card, and the use of cash obtained with the
debit card, are limited to items and amounts contained in the approved budget for the workshop
or program for which the card was issued. The check card may not be used in lieu of a Purchase
Orders (POs), except as necessary to support the workshop or program while in travel status. All
purchases of goods and services and payment of authorized expenditures must conform to
University procurement requirements, the University travel policy, and the University hosting
policy. Purchase of personal items--payment of personal expenses through the card or with cash
obtained with the card is not authorized.
Record Keeping
Issuance and use of a debit card requires the cardholder to maintain a card purchase log and
individual itemized receipts for each transaction. The log is a Microsoft Excel workbook with
tabbed spreadsheets containing a summary information sheet, three separate debit card
transaction sheets and a cash transaction sheet. This spreadsheet file must be submitted to
Accounts Payable with the original receipts. It is recommended that the workbook data be
updated as you travel but can be entered from manual logs after your travel. The workbook is
available from the documents and forms section of the Accounts Payable website. The manual
log is in the form of an envelope printed on the outside with blanks to list the date of purchase,
merchant, short description of purchase, amount, purchaser, and BANNER account number to
which the purchase will be charged. The log is kept for the duration of the workshop or program.
Individual itemized receipts must be obtained from the provider for each purchase and are kept
with the log for reconciliation. At the end of the workshop or program, the log and individual
receipts are reconciled by the cardholder and forwarded to the Accounts Payable Office for
review and final reconciliation.
Meal expenses must list who and how many people and if cardholder was in attendance. If you
are hosting a large group you may use the group name (such as workshop students) instead of
individual names. Alcohol must be paid for personally or the expenses moved to a discretionary
account if authorized by your department.
For cash withdrawals, a single line entry is made on the log denoting the date, location, and
amount of the ATM withdrawal. A cash envelope is then created for that cash withdrawal, and
the individual cash expenditures are logged on the cash envelope, with the individual
register/sales receipts placed inside the cash envelope. The cash envelope is then kept within the
larger card log envelope. Envelopes are available in the Accounts Payable Office.
5.11 Fund Raising and Development Travel
The University recognizes the unique nature of certain travel and entertainment expenses
incurred for fund raising and development activities. If these activities require a deviation from
stated travel policies, the traveler should attach a brief explanation to the completed expense
report.
6.00 Procedures During Travel:
6.01 Personal Car Usage Guidelines
Mileage reimbursements for persons who choose to drive rather than fly should not exceed the
lowest common air carrier rate available at the time travel was authorized. Documentation of
lowest airfare should be provided with the travel, along with a reasonable rental car rate if one
would have been needed at the destination point.
It is the responsibility of the owner of the vehicle being used for business to carry adequate
insurance coverage. The University does not provide collision and comprehensive insurance
coverage for privately owned vehicles that might be involved in accidents while being used on
University business. By using his/her personal vehicle for University business, the traveler
accepts this responsibility.
Expenses for the maintenance and repair of privately owned vehicles used for business are the
responsibility of the traveler. This cost should be covered by the mileage per diem.
6.02 Travel to Terminals
Personal automobile travel may be reimbursed between the employee's normal workplace and
the necessary air terminal. If the employee's departure is from his or her home, he or she may be
reimbursed for the mileage from home to the necessary air terminal, not to exceed the amount
reimbursed if he or she had departed from the workplace. The traveler will be reimbursed for the
least amount of round trip mileage according to the following chart.
Oxford to Cincinnati airport CVG
110 miles
Oxford to Dayton airport DAY
116 miles
Oxford to Columbus airport CMH
250 miles
Oxford to Lexington, KY airport LEX
252 miles
Oxford to Indianapolis, IN airport IND
204 miles
Hamilton to Cincinnati airport CVG
90 miles
Hamilton to Dayton airport DAY
110 miles
Hamilton to Columbus airport CMH
222 miles
Hamilton to Lexington, KY airport LEX
226 miles
Hamilton to Indianapolis airport IND
244 miles
Middletown to Cincinnati airport CVG
100 miles
Middletown to Dayton airport DAY
76 miles
Middletown to Columbus airport CMH
200 miles
Middletown to Lexington, KY airport LEX
244 miles
Middletown to Indianapolis, IN airport IND
VOA Learning Center to Cincinnati airport CVG
VOA Learning Center to Dayton airport DAY
VOA Learning Center to Columbus airport CMH
VOA Learning Center to Lexington airport LEX
VOA Learning Center to Indianapolis airport IND
286 miles
72 miles
90 miles
194 miles
220 miles
260 miles
Reasonable short-term parking charges will be reimbursed for drop-off and pickup of an
employee or university guest at the airport. When travelers cannot leave their vehicles at the
airport, round trip mileage will be reimbursed for the drop off and pick up of the traveler.
Parking charges totaling $50 or more a day require a receipt for reimbursement. If the charges
for the day are less than $50 we do not require a receipt but an explanation on the travel report
will suffice. This $50 a day should also include taxis, tolls and parking fees, etc. So if you have
a $25 taxi ride and two parking fees for $12.50 each but no receipts, this would make up your
$50 a day no receipt allowance.
Travelers may be reimbursed for the use of a limousine service if the fare does not exceed the
maximum allowable mileage reimbursement for two round trips to the appropriate
airport/terminal, ( i.e. two round trips from the Oxford campus to the Cincinnati International
Airport (CVG) at the current rate of reimbursement would be $128.70. Limousine service costs
should not exceed this amount.)
6.03 Inter-Campus and Other Local Travel
Mileage will be reimbursed during the academic year for faculty, unclassified staff, and graduate
students traveling to teach in-load and overload courses on a campus that is not their primary
work site.
Personal automobile travel may be reimbursed between the employee’s normal workplace or
home and another business location.
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Mileage from a traveler’s normal workplace to another business location and returning to
the normal workplace is reimbursable for the entire roundtrip. (See example 1)
Mileage to intermediary business locations during the travelers commute is reimbursable.
The reimbursable mileage will not include the normal commute to and from work. (See
example 2)
Mileage from home to another business location is reimbursable but cannot exceed the
amount reimbursed if the traveler had departed from the workplace. (See examples 3 &
4)
Mileage is not reimbursed for part-time faculty, or off-campus (non-university) personnel
teaching on enrollment contingent contracts.
Mileage is not reimbursed for travel among campuses for instruction during the summer
sessions.
Mileage reimbursement for car pooling is only eligible for the driver.
A record must be kept of the dates driven to the campus. At the end of each semester, employees
must file a university travel report with the Accounts Payable Office in order to receive
reimbursement.
Examples 1. An employee whose primary worksite is the Oxford campus travels from Oxford campus
to a meeting at the Hamilton campus and returns to the Oxford campus. The eligible
reimbursement will be the entire roundtrip to and from the Hamilton campus, 32 miles.
2. An employee travels from their home in Cincinnati to the Oxford campus. Along the
way, the employee stops at a print shop in Hamilton to pick up a print order for their
department. The reimbursement would be calculated by taking the total mileage for this
trip and subtracting the employee's normal daily commute mileage.
60 miles round trip = total mileage for picking up printing
45 miles round trip = total mileage from Cincinnati (home) to Oxford (work)
15 miles will be reimbursed.
3. An employee whose primary worksite is the Oxford campus travels 20 miles roundtrip
from their home in Cincinnati to a business location in Cincinnati and returns
home. Since the mileage is less from the travelers home than the mileage from the
Oxford campus the eligible reimbursement will be the entire roundtrip, 20 miles.
4. An employee whose primary worksite is the Middletown campus travels 98 miles
roundtrip from their home in Cincinnati to a business location in Dayton and returns
home. Since the mileage is greater from the travelers home than the mileage from the
Middletown campus the eligible reimbursement will be the roundtrip from the
Middletown campus, 52 miles.
Reimbursement for the following round trip mileage between campuses will not exceed:
Oxford to Hamilton campus
32 miles
Oxford to Middletown campus
50 miles
Hamilton to Middletown campus
40 miles
Oxford to VOA Learning Center
50 miles
Hamilton to VOA Learning Center
28 miles
Middletown to VOA Learning Center
30 miles
6.04 Research Travel
If mileage for research travel is requested, a mileage log of travel between research points needs
to be attached to travel expense form.
6.05 Reimbursement Rate
Personal automobile use for business travel is reimbursed at the following rates per mile:
Automobiles: Travel occurring before Feb. 15, 2002
Travel occurring before Jan. 1, 2003
Travel occurring before Jan. 1, 2004
Travel occurring before Jan. 1, 2005
Travel occurring before Sept. 1, 2005
Travel occurring before Jan. 1, 2006
Travel occurring before Jan. 1, 2007
Travel occurring before Jan. 1, 2008
Travel occurring before July 1, 2008
Travel occurring before Jan. 1, 2009
Travel occurring before Jan. 1, 2010
Travel occurring before Jan. 1, 2011
Travel occurring before July 1, 2011
Travel occurring after July 1, 2011
Motorcycles:
0.345
0.365
0.360
0.375
0.405
0.485
0.445
0.485
0.505
0.585
0.55
0.50
0.51
0.555
$0.10
Moving
expense rate:
Jan. 1, 2007
$0.20
Jan. 1, 2008
July 1, 2008
Jan. 1, 2009
Jan. 1, 2010
Jan. 1, 2011
July 1, 2011
0.19
0.27
0.24
0.165
0.19
0.235
The travel expense report must indicate all business stops occurring between the beginning and
the end of travel. Mileage incurred beyond the normally accepted amount must be documented in
the explanation field of the travel expense report.
6.06 Air Travel Guidelines
Travelers are expected to book the lowest priced, nonstop coach class airfare available. To take
advantage of fare reductions through advance ticket sales, the University will prepay airline
tickets for authorized travel. Two potential ways to achieve greater savings are to allow the agent
two hours on either side of the requested departure and arrival times, or to use an alternate airport
serving the destination city. Another excellent source of savings is to stay over a Saturday night,
which often results in airfare savings of more than 50 percent. Of course, these savings must be
weighed against the additional cost of meals and lodging associated with a longer stay.
The use of the departmental procurement card is also encouraged to take advantage of greater
savings by booking the air tickets further in advance and using the internet on line
services. Please remember to print out the ticket confirmation which includes all air fare charges
and taxes for the total of the tickets. This is needed when the procurement card account is
balanced each month.
When the traveler is attending a conference or program where the sponsoring group has arranged
a special group discount with a non-listed agency, charges for airline travel from such agencies
will be processed upon submission of a requisition with an invoice accompanied by appropriate
documentation. The invoice or conference registration should indicate the amounts to be
charged. The departmental procurement card may also be used to pay these charges. If the
tickets are paid for personally, reimbursement will be made after the travel takes place and only
for the airfare amount. Finance charges are not reimbursable.
6.07 Frequent Flyer Miles
The Ohio Ethics Commission has ruled that frequent flyer miles earned from University paid or
reimbursed travel, though accumulated in the traveler's name, must be used for University
business travel. Miami University will not reimburse travelers for tickets acquired with personal
frequent flyer certificates.
6.08 Travel Related Club Memberships
Dues for memberships in travel related clubs (hotel, air, car, etc.) are not reimbursable.
6.09 Travel on Charter Aircraft/Private Aircraft
Employees may travel on chartered or private aircraft with prior approval by the appropriate
Dean or Vice President. Reimbursement shall not exceed the equivalent of the lowest available
common air carrier rate available at the time the travel was authorized plus necessary
commercial ground transportation to the travel destination.
6.10 Lost or Excess Baggage
The airlines are responsible for compensating the owners for lost baggage. The University will
not reimburse travelers for personal items lost while traveling on business.
Employees will be reimbursed for excess baggage charges only in the following circumstances:
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when traveling with heavy or bulky materials or equipment necessary for business; or,
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when traveling for more than fourteen (14) days.
6.11 Unused, Voided, or Canceled Airline Tickets
Unused airline tickets or flight coupons have a cash value and therefore must not be discarded or
destroyed.
When a trip is canceled after the ticket has been issued, the traveler should ask about using the
ticket for future travel. For a small change fee, many tickets can be used for future travel.
Therefore, non-refundable tickets should be returned to the travel agency.
Unused tickets should not be included with University Travel Expense Reports.
6.12 Lost or Stolen Airline Tickets
Upon discovery of a lost or stolen ticket, the traveler should immediately report the loss to the
issuing travel agency.
6.13 Lodging in a Private Residence
Travelers who stay in a private residence with relatives or friends while on business will be
reimbursed $25 a night for reasonable actual expenses incurred to extend appreciation to friends
or relatives for their hospitality. Names and addresses are required of those individuals providing
hospitality.
6.14 Personal Meal Expenses
Travelers will be reimbursed for personal meal expenses according to actual and reasonable costs
accompanied by original receipts (not exceeding federal per diem rate), or on a per diem basis
using the per diem rates set by the IRS.
Please note that travelers must choose either to file actual expenses or claim per diem. Mixing
methods for the same trip is not allowed.
6.15 Per Diem Rates
Meal per diem allowance rates are adopted by the University in compliance with Section 126-102 of the Ohio Revised Code and Code Section 274 of the IRS code.
Meal allowances and incidental expenses may be reimbursed when the traveler is on authorized
travel status within the following time frames:
Breakfast: beginning prior to 7:00 am and continuing until after 9:00 am
Lunch: beginning prior to 11:00 am and continuing until after 1:00 pm
Dinner: beginning prior to 5:00 pm and continuing until after 7:30 pm
NOTE: Meals are not reimbursable unless the traveler is in overnight travel status. (See
Internal Revenue Code Section #274 and Ohio Revised Code Section 126-1-02-7-D.)
Maximum meal allowances and incidental expenses vary by locality of travel and are based on
the following federal per diem levels:
Meal and Incidental Expense Rates (M&IE) in the Continental U.S.
Breakfast
Lunch
Dinner
Incidental
Totals
$7.00
11.00
23.00
5.00
$46.00
$8.00
12.00
26.00
5.00
$51.00
$9.00
13.00
29.00
5.00
$56.00
$10.00
15.00
31.00
5.00
$61.00
$11.00
16.00
34.00
5.00
$66.00
$12.00
18.00
36.00
5.00
$71.00
The Continental United States standard rate for M & IE is $39 and applies to all locations not
specifically identified as having a higher per diem rate. The per diem allowance for specific
cities carrying a higher rate is located on the Accounts Payable website under New Per Diem
Rates.
Incidental expenses are:



Fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or
stewardesses and others on ships, and hotel servants in foreign countries.
Transportation between places of lodging or business and places where meals are taken,
if suitable meals cannot be obtained at the temporary duty site, and
Mailing costs associated with filing travel vouchers and payment of employer-sponsored
charge card billings.
Incidental expenses do not include expenses for laundry, cleaning and pressing of clothing,
lodging taxes, or the costs of telegrams or telephone calls.
6.16 Meals outside the Continental U.S.
Reimbursement for meals is authorized at the maximum rate of $80 per calendar day if the
traveler is conducting business outside the Continental U.S.A. Canada and Mexico are included
in this rate.
Breakfast
Lunch
Dinner
Total
$17.00
23.00
40.00
-------$80.00
6.17 Conferences and Special Meals
Reimbursement may be made for meals in excess of per diem, when such meals are an integral
part of a conference or seminar and an original receipt showing proof of payment is attached to
the travel expense report. When a meal is claimed in connection with a seminar or conference
registration, that meal’s per diem should not be claimed. In the case of hosting, the names of
attendees and their relationship to Miami University must also be provided.
6.18 Miscellaneous Business Expenses
Travelers will be reimbursed for the following miscellaneous expenses incurred while on
University business:

Business office expenses (fax, copy services, telegrams, etc.)

Business phone calls (list # and the purpose on the report)

Conference fees (include original paid receipt)

Gasoline (if mileage allowance is not claimed)

Ground transportation (taxi, bus, subway, etc.)

Parking and tolls

Overnight delivery/postage

Currency conversions
When the above expenses total $50.00 or less per day, a receipt is not needed. However, the
traveler must identify and document the expenses on the travel expense report to receive
reimbursement.
6.19 Miscellaneous Personal Expenses
Reimbursement is authorized for reasonable miscellaneous living expenses, including laundry,
dry cleaning, personal telephone calls, postage, and other expenses if the traveler is in overnight
lodging for more than one week including a weekend. One personal telephone call of short
duration will be reimbursed for trips of one week or less. Two personal calls of short duration per
week will be reimbursed if travel exceeds one week.
6.20 Responsibility of Authorized Signer
Because they are familiar with expenses incurred on behalf of their department(s), (authorized
signers have primary responsibility for ensuring compliance with this policy). Before approving
the expense report, the authorized signer must verify, to the best of his/her knowledge, that
expenses and expense reports meet the following criteria:

The travel expense was incurred while conducting University business.
 The information contained on the expense report and in the attached documentation is
accurate and in accordance with this policy.

The expenditure is charged to the proper account(s).
7.00 Procedure After Travel:
7.01 Reimbursement Procedure
Reimbursement of travel expenses are requested by completing a Travel Expense Report. These
forms are found online at the Accounts Payable website under Travel Form.
In completing the Travel Expense Report, the following documentation is required:

The name and address of the traveler

The purpose of business travel

Date report was prepared

Department name

Account code(s) to be charged

Banner Plus number ID

Means of travel, dates, beginning and ending times, intermediate stops, and destinations
 Expenses incurred for transportation, lodging, meals, registration and any other reimbursable
item
7.02 Travel Expense Report
Step-by-step instructions for filling out the Travel Expense Report are available on the Accounts
Payable website under Travel Form.
7.03 Documentation Required
The University requires travelers to submit the following original documentation to substantiate
expenses on their expense report forms:

Air/Rail: Original passenger receipt or e-ticket printout.

Hotel: Original zero balance itemized hotel bill providing proof of payment.

Car Rental: Original car rental agreement providing proof of payment.

Meals: Meal receipts while in travel status, if entertaining.

Registration: (if not prepaid) original receipt showing proof of payment.
All receipts must show proof of payment including who paid the charge and how the charge was
paid. If the hotel room was shared and at least two names show up on the top of the bill we will
need to have proof of payment (credit card statement) that shows the name of the person being
charged this amount.
If the receipt does not provide the above information, the traveler may also be required to submit
the canceled check or credit card statement verifying payment. A written statement of the
business expense may be requested if the degree of proof is questionable.
While in travel status, circumstances may arise causing expenses that would not normally be
associated with the business trip. Examples of this may be a driving detour adding extra
mileage, or a flight delay or cancellation resulting in an extra nights stay at a hotel, etc. If there is
such an occurrence, it should be explained in full detail and submitted with the travel expense
report. This will insure a better understanding of the claim and faster processing.
7.04 International Travel
When international travel occurs and currency conversions are involved, original receipts must
be turned in for reimbursement. It is suggested that a credit card statement accompany the
receipts to show accurate costs. If the traveler decides to make their own conversions, the
exchange receipts should be turned in with the expense receipts. The Accounts Payable office
maintains a link on our main website page for the exchange rates of foreign currency. If an
international travel is turned in without any conversions, the Accounts Payable office will make
the conversions.
7.05 Approval/Authorization Process
The following information is required for reimbursement:

Traveler's signature: The traveler must sign and date the expense report.

Signing or initialing another person's name is not allowed.
 Authorized signature: The authorized signer must have authorization to sign for the account
being charged and be the traveler's direct supervisor, or someone to whom the traveler reports.

The authorized signer cannot be the traveler or someone subordinate to the traveler.
8.00 Travel Expense Reports
This section contains guidelines and an example which illustrate how to properly complete the
University Travel Expense Report.
Download Travel Expense Form in Excel format
1.
Banner Plus
Number
Enter the Traveler's Plus Number (+12345678). (Located on Payroll
Check Stub or Bursar Bill)
2.
Traveler
Enter the typed name of the person who has traveled on behalf of the
university.
3.
Department
Name
Enter the name of the department for which the traveler has traveled.
4.
Dept. Telephone
#
Include departments telephone number.
5.
Mail Check to
Enter the mailing address of the traveler.
6.
Traveler's
Signature
Include the traveler's signature.
7.
Date
Enter the date on which the traveler is filling out the Travel Expense
Report.
8.
Business
Purpose
State the reason for which travel was undertaken on behalf of the
University. Identify the conference, meeting, etc.
9.
Approval
Signature
Include the approving authority's signature and the date. The signer
must have a supervisory relationship to the traveler. This signature
must also be printed for clarity.
10
.
From:/To:
(Travel Points)
Indicate where the travel started, where it ended, and all stops in
between (when traveling by auto)
11
.
Mileage
List private auto mileage claimed. Mileage reimbursements for
travelers who choose to drive rather than fly shall not exceed airfare
available at the time the travel was authorized.
12
.
Account(s) to be
Charged
Enter the Index Code and appropriate account line to be charged.
Example: ACP001 150021
13
.
Amount
Enter the amount to be charged to each account.
14
.
Mileage Rate
Verify that the mileage rate is the current rate from Travel Policies
and Procedures 6.05. Multiply the total miles driven times the rate to
determine the mileage reimbursement amount.
For auto travel that exceeds the four lines available on the Travel
Expense Report, a Personal Auto Supplement Form is available as a
separate sheet within the Excel workbook.
Caution: If you chose to save the file on your computer, check the
Accounts Payable website for updated versions of the Travel
Expense Report
15
.
Date
Enter the exact dates of travel.
16
.
Prepaid
Expenses Purchasing Card
Reference the P card used to pay for travel (airlines, etc.). The
format for referencing is JP followed by the month and year of the
transaction followed by the last four digits of the P card number
(JPMMYYXXXX)
17
Prepaid Amount
Enter the amount prepaid by the Credit Card.
18
.
Departure/Arriv
al Time
Include exact departure and arrival times regardless of mode of
travel.
19
.
Destination
Location(s) of business function(s).
20
.
Other
Transportation
If the traveler traveled by any means other than personal car, indicate
the other mode(s) of transportation.
If a rental car was used, list rental car charges (not including
insurance) and include receipt.
If the traveler traveled by air, attach the airline's passenger receipt.
Identify Purchasing Card used if the ticket was charged to the
University.
21
.
Parking, Tolls,
Taxis, etc.
Enter the total amount spent on traveling expenses such as parking,
tolls, taxi fares, etc. Include original receipts if the combined total for
parking, tolls and taxis is greater than $50. You cannot claim more
than $50 per day without receipts.
22
.
Registration
Enter the exact amount spent on registration fees for conferences,
symposiums, workshops, etc. Include receipt (canceled check or
credit card statements are acceptable)(see Section 14.02 in Travel
Policies and Procedures)
23
.
Hotel
(lodging)
Enter day-by-day lodging costs and include original itemized bill
showing a zero balance. The bill should state the single rate if the
room was shared with a non-employee.
24
.
Meal Expense
Include all meals that are part of the travel expense. Meals are not
reimbursable unless the traveler is in overnight status. Either actual
amounts (with receipts) or per diem may be claimed, but a
combination of the two methods is not permitted
25
.
Row Total
Enter the totals for each of the rows (example below):
Transportation Expense;
Registration;
Lodging;
Meal Expense, etc.
If you are completing the form in the Excel format, your entries will
automatically calculate totals.
26
.
Subtotal
This is the total of the expenses column including prepaid expenses
27
.
Travel Advance
#
Enter the Travel Advance number if applicable.
28
.
Total
This is the total of all expenses less any prepaid amounts.
29
.
Amount Due
Traveler
Claimed
Enter the total amount of the reimbursement claimed by the traveler.
This amount cannot exceed the total expenses incurred. This amount
should agree with accounts being charged (#13).
NOTE: To ensure prompt payment, all original receipts should be included and the completed Travel
Expense Report submitted to Accounts Payable, 107 Roudebush Hall. If an incomplete travel expense
report is received, it may be necessary to return it to the traveler for correction. This will delay the
reimbursement process. See Travel Policies and Procedures 7.03 for further information on
documentation requirements