Title:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
A.
Procedure No:
03/01/09
Supersedes No:
K. Cloutier
Page 1 of 23
INTRODUCTION
l.
Purpose
The purpose of this policy is to provide guidelines under which all employees will
be reimbursed for authorized travel expenses incurred while conducting
University business. In addition to guidelines, specific procedures with regard to
incurring and reporting travel expenses are provided. While this policy does not
cover every possible situation, it establishes adequate parameters for all
employees to make appropriate judgments about expenditures of the University.
(a)
Individual travel arrangements for University related activities should be by
the most economical means consistent with professional dignity. Travel
should be made by the most direct route consistent with the
accomplishment of the maximum amount of official business. Roundtrip
tickets must be obtained whenever this results in a savings unless valid
reasons are presented for traveling in each direction via different kinds of
carrier.
(b)
Group travel arrangements for University related activities such as airfare,
train fare, or any other common carrier should be cleared through the
purchasing department for the appropriate travel agent to be used.
( c)
Arrangements for group travel with agencies other than the agent
authorized by the purchasing department are not authorized and any
costs incurred will become the personal responsibility of the traveler.
If assistance is needed for any travel arrangements, the traveler
should contact the Purchasing Department at Ext. 6270.
The University travel card is issued in the name of the employee and is for the
convenience of the individual employee only to conduct authorized University
business.
The University (PNC) travel card cannot be used to purchase items from
department stores, home shopping networks, etc. nor can it be used to make
unauthorized withdrawals from automatic teller machines. The card can only be
used for official University business. The unlawful, improper, or unauthorized
use of the Delaware State University Travel Card may result in criminal
prosecution and/or administrative actions up to and including termination from
employment.
The travel card must be obtained from the cashier after the following procedures
are followed:
Title:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
B.
Procedure No:
03/01/09
Supersedes No:
K. Cloutier
Page 2 of 23
(a)
An approved Travel Request and Authorization Form must have the
appropriate authorizing signatures.
(b)
The traveler or data input person should enter all the necessary
information required from the Travel Request into the Banner System only
after the approval of the Budget Analyst. When the traveler is entering the
travel information by requisition and a status indicator (NSF) appears, the
input person should stop entering the request. If an (NSF) indicator is
processed by the traveler or data input person and it appears in the
Accounting Section Queue for approval, it will be disapproved. Before
continuing to enter data after an (NSF) indicator appears, the data input
person should contact their Budget Analyst to process a budget transfer.
A disapproved Travel Request will cause undue delay on the travel.
( c)
A screen print from Banner’s FOIDOCH Form must show the
requisition(s) in an approved (A) status. This must be done in all cases of
Approved Travel Requisitions entered into the system for travel. The
Travel Authorization, screen print and conference brochure/flyer (or
any detailed information on the conference to be attended) must then
be given to the Accounting Analyst in the Accounting Department
located in the Administration Building for review. After this review,
the Accounting Analyst will authorize the cashier to release the travel
card.
( d)
The University’s travel card can only be released to the person whose
name appears on the card. That is, no one else can pick up the card.
The card can be picked up at the cashier’s office between the hours of 9:00
a.m. – 4:00 .m. each workday. If the card is not picked up during this
time, it must be picked up the next workday. The traveler must sign out
the card before the cashier will release it.
TRANSPORTATION: COMMON CARRIER
1.
General
All trips requiring the use of common carrier must be pre-approved by the
appropriate approval authority within the University.
The mode of travel must be justified on the basis of the most economical use of
time of the personnel involved and the requirements of the trip.
All common carrier reservations must be made within the guidelines of this
policy. Consistent with reasonable business travel planning, common carrier will
be booked at the lowest available fare. If the traveler turns down the lowest
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
Supersedes No:
03/01/09
K. Cloutier
Page 3 of 23
available fare, the traveler must explain the reason in writing to the
appropriate Vice President, in order to gain approval before reservations are
made.
Travelers should be advised to make travel reservations as far in advance as
possible to obtain the lowest fares, including non-refundable tickets.
Travelers may not specify particular airlines or other carriers to accumulate
mileage on promotional plans such as frequent flyer programs.
(a)
In order to take advantage of special discount rates (supersaver fares, etc.),
payments to the authorized travel agent or reimbursement to an employee
may be made prior to a trip being taken under the following conditions:
(1)
Documentation of the substantial savings that will accrue to the
University (i.e., supersaver discounts).
(2)
Employee’s proof of payment from a charge card billing or other
statement from the travel agency or airline.
Most airlines will not give refunds or partial refunds for supersaver
airfares.
Travelers are encouraged to examine the advantage of fares requiring early
trip departure or delayed return. However, it is important to consider the
additional cost of meals and lodging for the required extra day(s) stay
when comparing cost.
(b)
Air Travel
(1)
Accommodations
When commercial airlines are used as a mode of travel,
accommodations shall be coach/economy class unless some other
class accommodations are more economical.
(2)
Routing of Travel
All travel will be by the most economical and direct routes.
In case a person travels by an indirect route for personal
convenience, the extra expense shall be the responsibility of the
individual. Reimbursement for expenses shall be based only on
the cost of the most economical and direct route.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
(3)
Supersedes No:
K. Cloutier
Page 4 of 23
Conference Airfare Arrangements
When attending a conference, always check conference materials
to see if special airline discounts are offered. When a special
airline discount rate is offered, travelers are instructed to go
directly to an airline or a specific travel agency to obtain the
discount fare.
(4)
Rail Travel
Accommodations
When it has been determined that rail travel is the most appropriate
mode of transportation, the most economical class
accommodations shall be utilized.
C.
TRANSPORTATION: PASSENGER VEHICLES
1.
Fleet Services
University vehicles should be utilized for in-state and out-of-state travel when
such use is the most practical and economical mode of transportation, including
the cost of tolls, fuel and parking.
2.
Privately-Owned Vehicles
(a)
The use of privately owned vehicles for in-state and out-of-state travel
shall require prior approval of the appropriate University approval
authority. Reimbursement of private vehicle expenses shall be at the rate
of .55 cents per mile for actual and necessary miles traveled. However,
mileage reimbursement should not exceed the cost of a most economical
common carrier for that trip.
In considering approval, the approval authority shall take into
consideration the cost of alternative modes of travel and the cost of meals
and lodging for the additional travel/transit days.
(b)
3.
When two or more employees travel in a privately owned vehicle, only
one mileage reimbursement shall be allowed.
Rental Cars
(a)
The use of a rental car when traveling out of state must be justified as an
economical need and not as a matter of personal convenience. All rentals
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
Supersedes No:
03/01/09
K. Cloutier
Page 5 of 23
should be at the most economical rate per day including state contract
rates or lower rate agreements through the authorized travel agent. When
traveling in groups, sharing of cars should be done when practical to
minimize costs.
(b)
Vehicle Size
Whenever possible, compact cars shall be rented or reserved. However, if
a larger size vehicle is more economical or more than two travelers are
traveling together, the larger vehicle may be appropriate.
( c)
(d)
Insurance
(1)
When using the PNC Travel Card, the optional insurance coverage
offered by the car rental agency shall be declined when the
traveler charges the rental car on the PNC Travel Card. The
traveler will automatically receive primary insurance coverage
when using the PNC Travel Card. When insurance is declined, the
policy covers collision damage, theft, fire and vandalism.
Reimbursements for additional or optional insurance coverage
will not be allowed.
(2)
Other. Travelers not utilizing the PNC Travel Card may be
covered by their personal automobile insurance policy or other
personal credit cards. Travelers should check their automobile
policy and credit card policy for business travel coverage and
accept or decline additional coverage accordingly. Reimbursement
for additional or optional insurance coverage will not be allowed
without prior approval from the agency approval authority.
Refueling Before Return
To avoid a refueling surcharge, all rental cars shall be refueled before
returning the vehicle to the rental company. Any surcharges billed to the
employee or University shall be explained in the reimbursement request.
(e)
Reservations
Car rental reservations shall be made in accordance with state contract or
through a national car rental agency.
D.
LODGING
1.
General
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 6 of 23
University travelers are expected to seek accommodations that are comfortable,
convenient, meet business and personal needs, and offer good value.
2.
3.
Accommodations
(a)
Lodging accommodations for reasonably priced single occupancy rooms
are reimbursable when the traveler is away from home overnight due to
official travel.
(b)
Accommodations shared with family members or others not on
official University business are reimbursable at the single occupancy
rate only.
( c)
Accommodations shared with other University travelers should be billed
and reimbursed to one traveler. When required, reimbursements to more
than one traveler shall be based on a prorata share as reported on each
reimbursement request.
(d)
University travelers may elect to use their personal campers or recreation
vehicles rather than staying in a hotel/motel. When prior approval is
received from the appropriate authority, the traveler will be reimbursed
actual costs not to exceed the cost of the hotel. A receipt is required.
Conference Lodging Arrangements
When hotel rooms are blocked for a conference, seminar, etc., and a special
discounted conference hotel rate is provided, the employee should ensure that the
conference rate is the lowest available rate for lodging. However, if a lower rate
is not available, the traveler should make their lodging arrangements with the
conference utilizing their conference instructions.
Lodging expense – Receipts must be obtained for all hotel and other lodging
charges, and must be affixed to the Expense Statement. Where traveler is
accompanied by their spouse and/or other dependents occupying the same room,
the University will make reimbursement for the single occupancy rate and is to be
noted on the lodging receipt by the hotel or motel clerk.
E.
MEAL ALLOWANCES
The University will pay for or reimburse an employee for the necessary and reasonable
cost of meals incurred during travel requiring overnight lodging. This policy will be
effective through the use of two different plans.
Title:
Procedure No:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 7 of 23
The cost of meals is reimbursable in accordance with paragraph 6 below or when
incurred under the following circumstances:
Plan A – Per Diem/No Receipts
This plan provides employees with a fixed daily or partial day per meal allowance
and requires no receipts to be submitted.
1.
When an employee is on travel status involving absence from home overnight, all
meals are reimbursable.
2.
The cost of breakfast is reimbursable when an employee must leave home on
official business two hours or more prior to the beginning time of his place of
business. The cost of dinner is reimbursable when an employee cannot get
home within two hours after his normal quitting time. In both cases, the two
hours are in addition to the normal commuting time.
3.
Except as provided in subsection 2 above and where the employee is attending an
official meeting or convention at which the cost of the luncheon is part of the cost
of attending the affair, no employee shall be reimbursed for the cost of lunch.
4.
No reimbursement may be made for the cost of alcoholic beverages.
5.
Choice of Meal Plan
Department management may choose to operate under one or both of the plans.
6.
Reimbursable rates for meals are:
Daily Allowance
Breakfast
Lunch
Dinner
$45
$ 7
$11
$27
Plan B – Actual Expense Receipts Required
This plan provides for the payment of or reimbursement of actual, reasonable
meal expenses, which are substantiated with receipts. The appropriate Vice
President must approve all meal allowances that exceed $45 per day.
7.
Gratuities and Porterage - For nominal gratuities, when checking into and out of a
hotel or motel, reimbursement will be made by the University. Where bag
porterage fees have been prescribed by the airport or terminal facility,
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 8 of 23
reimbursement will be made at the established rates. Where rates have not been
established, a reasonable gratuity will be reimbursed as “Porterage.”
8.
Telephone and telegraph charges while in a travel status will be reimbursed only
in those instances where the Expense Statement indicates the person or
organization and the business reason.
Prior to approving Expense Statements for reimbursement, department heads are
expected to review them for the purpose of amending individual items for which
the University should not make reimbursement, such as valet charges.
9.
10.
Meal Allowance Adjustments
(a)
The financial section may reduce/increase daily or per meal allowances in
both plans for University policy purposes. The only intent of this
flexibility is to accommodate “high cost” localities.
(b)
For student meals, please see Section H
Day Trips, In-state Travel and Before or After Hours
The policy for meal reimbursement as outlined in Section E, applies to all-day
trips and in-state travel with the following exception: No lunches are
reimbursable for in-state travel unless required by the conference agenda.
SPONSORED RESEARCH TRAVEL
It is the responsibility of the project director to obtain all necessary written approvals from
the sponsoring agency before the travel is undertaken. This includes obtaining written
approval for increasing the travel budget when necessary, and is required by the sponsoring
agency. The project director is responsible for keeping copies of all necessary approvals
for inclusion in the official file for the contract and grant.
TRAVEL BY NON-UNIVERSITY EMPLOYEES
The University will reimburse non-University employees for travel under the following
circumstances: (1) prospective employees interviewing for key positions, (2) guest artists
or lecturers and (3) students traveling where the travel is financed through intercollegiate
athletic funds or Student Government Association funds. The prospective employees will
be reimbursed for actual expenses only. The Personal Interview Request Form (Exhibit
A) must be fully approved prior to the time when the dean or director makes a commitment
to the traveler. In order to avoid embarrassment, the traveler will be advised in writing as
to what original receipts will be required before reimbursement can be made.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 9 of 23
USE AND CARD OF UNIVERSITY-OWNED VEHICLES
University owned vehicles should be used whenever available. Operators of Universityowned vehicles are required to adhere to careful and courteous driving practices and to
observe traffic laws and regulations at all times. The following points should be noted:
1.
University vehicles will be driven only by University employees for official
business only. Students may drive only in the event they are also employed by
the University and are assigned in a driver capacity by the University as a part of
their employment duties or work assignment.
2.
Anyone driving a University vehicle must posses a valid license to operate a
motor vehicle in the State of Delaware.
3.
The occupant restraint device available at the occupied seating position must
properly restrain all persons who drive or ride in the front seat of a Universityowned motor vehicle, or any other motor vehicle being used to conduct official
University business. Anytime a front seat passenger is not a University employee,
it shall be the driver’s responsibility to insure that the passenger uses the available
restraint device.
Note: Personnel found to be in violation of this regulation are subject to
disciplinary action.
4.
Unless specifically authorized by the President, University vehicles will not be
used for commuting.
5.
Passengers will be limited to those persons who are properly authorized to
participate in a University function or a University employee traveling on official
business. Under no circumstances will children of faculty or staff members be
permitted to accompany the employee in a University vehicle.
All passenger vehicles used by Delaware State University based faculty and staff
are operated on a pooled basis by Fleet Services, which has the responsibility for
the proper care and servicing of these vehicles. The proper procedures to be
followed for accomplishing repairs in an emergency or while on a trip are covered
by instructions which are found in the glove compartment of each University
vehicle.
6.
7.
There are two methods of paying for gasoline while traveling:
(a)
If travelers have a PNC Travel Card, they may charge gas on the card
while traveling within Delaware or out-of-state.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
(b)
03/01/09
Supersedes No:
K. Cloutier
Page 10 of 23
All University-owned Fleet Rental Vehicles are currently assigned a gas
card issued by the University. This card remains with each vehicle and
can be found inside the vehicle registration packet. Since the cost of fuel
is included in the vehicle rental cost, this may be the most economical
method of fueling Fleet vehicles. Each vehicle operator must be assigned
a PIN number to use the gas card. This number may be obtained by
contacting the Office of Fleet Services at (302) 857-6274.
The gas card may be used to purchase fuel and motor oil at designated
stations around the country. The Office of Fleet Services can provide you
with a current list of locations that accept the card.
Every employee is charged with the responsibility of making certain that
each service station charge ticket is completed and correctly written prior
to signing. It is particularly important that the vehicle license number is
properly inserted and that the “Total” on the ticket is filled in. The
customer copy of the credit card charge must be turned in to the
appropriate department along with the keys, gas card, and mileage
statement. Drivers should take steps to minimize the possibility of
improper use.
F.
8.
To reserve a University vehicle, complete a request form as early as possible, so
that a vehicle can be reserved. Furnish your internal account number to be
charged, PO number, date vehicle is desired, name of the driver and the
destination.
9.
In the event of an accident, it is the responsibility of the driver to see that the
following procedures are followed:
(a)
Call the police
(b)
(c)
Obtain the case number from the police
File a report with the Department of Motor Vehicles, if the accident
requires this report to be filed.
(d)
MUST file accident report with the University Public Safety Department
for all accidents involving University-owned or University rented
vehicles.
PNC TRAVEL CARD
The PNC Travel Card is a University Corporate Card and is not the property of the
traveler. Therefore, it must be returned to the cashier along with a PE (Personal
Expense Reimbursement Form) (Exhibit B) to the Travel Analyst within 72 hours
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 11 of 23
after each trip. We expect your cooperation in this matter because the University
Travel Card will be deactivated after 72 hours.
1.
General
Delaware State University has contracted with a responsible and qualified vendor
to provide a small purchase credit card which includes coverage of travel and
related expenses. The card is known as PNC Travel Card. It is issued in the
employee’s name, is to be used only for official state business, and provides
benefits to both the agency and employee as follows:
(a)
Agency Benefits
(1)
Eliminates processing of state cash advances.
(2)
Delays cash disbursement until the PNC Travel Card statement due
date.
(3)
Consolidates individual charges and presents detailed
reports of employee travel.
(b)
2.
(4)
Reports can be tailored to satisfy agency needs.
(5)
Comprehensive audit trail.
(6)
No annual fee.
Employee Benefits
(1)
Convenience of using a widely accepted credit card.
(2)
(3)
Reduces amount of cash carried.
ATM cash access (with agency approval).
baggage, and car rental insurance.
(4)
No annual fee.
(5)
No impact on personal credit report.
Automatic travel,
Purpose
Use of the PNC Travel Card is intended to reduce the administrative burden of
processing travel-related payments and reimbursements. In addition, the PNC
Travel Card system will provide useful management data that will be used to
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 12 of 23
enhance travel services and benefits on a continual basis. The PNC Travel Card
can be used for all purchases relating to travel, including, but not limited to the
following:












3.
Common carrier
Hotels and motels
Meals
Rental cars
Airport shuttles
Airport parking
ATM cash access
Conference registration fees
Conference purchases (i.e., reference books)
Gasoline purchases
Toll fees
Phone calls
Obtaining PNC Travel Card
Applications for the PNC Travel Card are available from the Credit Card
Administrator. Her office is located in the Administration Building – Room 309.
The University usually received cards within ten business days of the receipt of
the signed application.
4.
Problems Using PNC Travel Card
Should a traveler encounter problems while using their PNC Travel Card during
business hours, they are to call the Credit Card Administrator a (302) 857-7826.
If an emergency problem is encountered after business hours, travelers are to call
the campus security office at (302) 857-6290.
G.
CASH ADVANCES
Cash advances from the Budget and Accounting section for official University
business travel are prohibited to travelers who have been issued the PNC Travel
Card. The availability of the PNC Travel Card eliminates the need for a travel cash
advance from the Budget and Accounting section. The PNC Travel Card also
provides an ATM feature, which provides each cardholder access to cash when there is a
need to such during the trip. Cash advances are for per diem allowance only. All
other items are reimbursable. Note: The service fee incidental to the PNC Travel Card
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 13 of 23
ATM cash access is reimbursable as documented on the monthly statement for approved
travel only, out-of-state transactions and in case of emergency.
H.
TRAVEL REQUEST AND AUTHORIZATION FORM
The Travel Request and Authorization Form (Exhibit C) must be approved for budget
availability before travel is authorized. If funds are not available, (Non-Sufficient Funds)
[NSF], an individual may not travel. The Budget Analyst for the appropriate division
must correct the NSF condition with a budget transfer before travel is authorized. If a
person travels without an approved Travel Authorization and incurs costs, those costs will
be the responsibility of the traveler. The University reserves the right to recover
unapproved travel expenses through payroll deduction or other means as deemed
necessary.
In order to improve cash management, reduce administrative expenses and control travel
costs, the University has implemented the following travel procedures:
1.
The Travel Request and Authorization Forms must include the following: the
traveler’s name, date of authorization, ID number, department number to be
charged, date of departure and return, purpose of the trip and number of staff
and/or students traveling (if applicable), the appropriate signature of the
traveler(s), department head, immediate supervisor, and/or appropriate Vice
President.
2.
After the Travel Request and Authorization Forms have been signed by the
traveler, immediate supervisor, and audited by the appropriate division Budget
Analyst, the traveler or budget analyst enters the data into the Decentralized
Budgeting System.
The following examples will assist the traveler in filling out this form:
Example #1
If a person is traveling to a conference and a registration fee is required, the following
information must be filled out:
1.
Fleet Services
(a)
If an individual is renting one of the University’s vehicles, a requisition
number must be recorded on the Travel Request and Authorization Forms
under item #2.
(b)
If a personal vehicle is to be utilized, check off vehicle and estimate
mileage and multiply the mileage by .55 and put the result in the
column. A separate requisition is not needed for this.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 14 of 23
2.
Common Carrier – This category includes train, plane and bus fares. The PNC
Travel Card or a personal credit card should be used to cover the costs. The cost
of the common carrier must be entered on the travel Authorization Form.
3.
Rental Car – The PNC Travel Card or a personal credit card should be used to
cover the costs. The cost of the rental car must be entered on the Travel
Authorization form, indicating the number of days.
4.
Insurance – When using the PNC Travel Card, the optional insurance coverage
offered by the car rental agency will be declined. The traveler will automatically
receive $25,000 primary coverage which covers collision damage, theft, fire and
vandalism. Travelers not utilizing the PNC Travel Card may sometimes be
covered by their personal automobile policy and credit card policy and decline
additional coverage accordingly. Reimbursement for additional or optional
insurance coverage will not be allowed without prior approval of the University
President, Vice President or designee.
5.
Miscellaneous Items (Tolls, Tips, Taxis, Limousines, Parking and Mileage) –
These items are out-of-pocket expenses and the traveler should make sure
receipts are received for these items where applicable. Receipts should have the
date, time, place and amount of purchase. However, some of these items should
be covered by the PNC Travel Card and should be used whenever possible.
6.
Lodging – Most hotels and motels will accept the PNC Travel Card. Therefore,
the number of nights, rate per night including taxes, the number of lodgers (the
number of staff, the number of students), and the name of the hotel should be
entered on the Travel Request and Authorization Form and into the Banner
System.
7.
Faculty, Staff and Administrator Meals – The PNC Travel Card can be used to
purchase meals. Accordingly, the cost of meals cannot exceed $45.00 per day
including tips if Plan A is chosen. If Plan B is chosen, actual receipts must be
attached to the PE Form (see Pg 8, Sect. 6 for more plan information). Alcoholic
beverages are not reimbursable expenses. All meals included in the conference
registration fee must be subtracted from this amount. The Travel Authorization
should indicate the number of days times $45.00
8.
Student Meals – The cost of meals cannot exceed $28.00 per day except for
graduate assistants and graduate students who will be reimbursed under the
University’s meal plans. The Travel Authorization should indicate the number of
days times $28.00 times the number of students. Any students receiving a per
diem must sign a log indicating that they have received the funds. This log is
required to be attached to the PE form for the traveler to be reimbursed.
Title:
Procedure No:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
Daily Allowance
Breakfast
Lunch
Dinner
K. Cloutier
Page 15 of 23
$28
$ 6
$10
$12
9.
Registration Fees – You may be able to pay for your registration with the PNC
Travel Card. However, if you experience problems while paying for registration
with your PNC Travel Card, please call the Credit Card Administrator at (302)
857-7826 for assistance. Accordingly, if prepaid registration is required, a
separate requisition is needed and should be entered into the Banner System. The
requisition number and purchase order number should be recorded on the Travel
Request and Authorization Form. The original Registration Form with a copy of
the Authorization Form should be attached and forwarded to Purchasing.
10.
Travel Advance – Cash advances for official University business are prohibited
to travelers who have been issued a University Travel Card.
11.
Personal Expense Reimbursement Form (PE) – Immediately after returning
from a trip, the traveler must fill out a PE Form within 72 hours. Also, the
traveler must return the PNC Travel Card to the cashier. The PE Form
should be dated and time stamped and forwarded to the Travel Analyst.
Reimbursement will be made within seven (7) working days after submission
of approved PE, provided it is supported by appropriate documentation (i.e.,
approved requisition numbers and original receipts) and is properly signed
by the supervisor of the traveler and approved by the department head.
Example #2
If a traveler elects to pay for all items up front such as common carrier, lodging, meals
and registration with their personal credit card of the PNC Travel Card, then only one
requisition is required. The requisition should be entered into the Banner System and the
requisition number recorded at the top of the page in item #1. Again, the Authorization
Form must be approved in the Banner System for budget availability and must have the
appropriate signatures before it will be processed.
Example #3
When student travel occurs, example #1 must be followed. In example #1, an advance
will be made out to the appropriate faculty or staff advisor for the group. It will be the
responsibility of the advisor to fill out the PE Form upon returning from the trip and to
make sure that University policies are followed concerning reimbursement. All
University policies concerning travel advances apply to the Student Government
Association and all other student organizations sponsored by the University.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 16 of 23
Example #4
When an athletic team travels, there may be some overlapping of travel expenses because
of several games scheduled within a week (i.e., basketball, baseball, track, etc.)
Therefore, all teams that fall within this category should file their PE Reimbursement
forms within 72 hours of the final game of that week. Failure to provide the Accounting
Section with a Reimbursement Form will delay your next and/or future travel.
Example #5
An employee whose duties include recurring travel within the state for the University
(i.e., faculty members that teach at the off-campus sites, teacher training and extension
agents), should file an approved travel request to cover the expected period of time of
travel (e.g., semester, month or week). When requesting reimbursement, a separate PE
Reimbursement Form must be submitted for each period. For example, if you request
reimbursement monthly, you need 12 requisitions. If you request reimbursement
quarterly, you need four requisitions.
All out-of-state travel that extends beyond one day shall be approved by the Budget Unit
Manager. All requests shall be made on the Travel Authorization Form. A copy of the
conference or meeting program shall be attached to the form. The authorization
form should be submitted to the Budget Unit Manager at least seven (7) working
days prior to the day of travel.
I.
TRAVEL EXPENSE REIMBURSEMENT
1.
General
All requests for travel expense reimbursements shall be submitted on the
University Personal Expense Reimbursement Form provided by the Purchasing
Department. This form should be submitted to the Travel Analyst within 72 hours
after the completion of travel.
2.
Receipt Requirements and other Reimbursement Criteria
(a)
Tickets booked on common carriers (airline, rail or bus) require an
original copy of the authorized travel agent paid invoice, credit card
receipt or cash receipt.
(b)
Hotel/motel bills shall be the original copy of the hotel/motel billing
marked paid, paid invoice from authorized travel agent if lodging was
billed through agency, or credit card receipt.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
Supersedes No:
03/01/09
K. Cloutier
Page 17 of 23
( c)
Ground transportation, including airport shuttle, taxi or public transit
requires a receipt.
(d)
Car rental reimbursements require a cash receipt, credit card receipt, or
paid invoice from authorized travel agent if billed through agency.
(e)
Meals under Plan A (per diem) do not require receipts and are not
reimbursable above the maximum daily/partial day per meal allowance.
Tips in excess of 20% will not be reimbursed.
When more than one employee’s meals are being reimbursed, the number
and name of the individuals are to be submitted on a schedule itemizing
the cost of each individual’s meal and a receipt from the dining facility
and/or credit card receipt attached.
(f)
Expenses related to the purchase of alcohol are not reimbursable without a
specific written exception by the President or appropriate Vice President.
(g)
Hotel/motel related expenses should be documented identifying the date
and the cost of each category with the following requirements.
(h)
(1)
Out-of-pocket costs for incidental items such as baggage handling
and maid service are reimbursable expenses not to exceed $5 per
day total.
(2)
Business related telephone calls are reimbursable as incurred and
require a receipt from the telephone service provider or included
on the hotel/motel billing invoice.
(3)
Personal telephone calls while on overnight travel are reimbursable
with a receipt from the telephone service provider or included on
the hotel/motel billing invoice with the following restrictions:

Extended travel for three nights or less, not to exceed $10 total.

Extended travel for four nights or more, not to exceed $20 total
per week.
Lodging at campgrounds using traveler’s camper or recreational vehicle is
reimbursable at the actual cost not to exceed the equivalent cost of
hotel/motel lodging. Receipt is required.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
(i)
03/01/09
Supersedes No:
K. Cloutier
Page 18 of 23
Other Categories
Reimbursement for the following categories should be submitted on a
schedule identifying the date, the cost and the category:
Reimbursements for hotel/airport parking, tolls for turnpike, bridges
and/or ferries, exceeding $25.00 per category shall require receipts per
trip.
(j)
Gasoline and/or Other Supplies
Need for emergency repairs incidental to using a state-owned vehicle shall
require a cash receipt or credit card receipt.
(k)
Cash advance fees incidental to the PNC Travel Card ATM cash access
are expenses as documented on the monthly statement for approved travel.
(l)
Reimbursements for travel expenses incurred without required receipts, as
outlined, is strictly prohibited. A “no receipt – no reimbursement” policy
applies. An affidavit for lost receipts is unacceptable.
(m)
Personnel assigning or receiving account coding of travel expenses should
ensure that travel account codes (8xxx series) are used in preparing the
Personal Expense Reimbursement Form. Any PE form not completely
filled out or having the appropriate signatures will be returned to the
traveler. This will cause a delay in reimbursement.
NON-REIMBURSABLE ITEMS





No personal charges – AUTHORIZED TRAVEL EXPENSES ONLY
No alcoholic beverages
No rental of movies
Personal telephone calls that exceed $10.00 or calls that are not supported with an
original receipt
Fleet vehicles cannot be used by the traveler to travel to the airport if they are going to
away overnight.
Title:
Delaware State University
Procedure No:
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 19 of 23
HOW to Complete a Travel Expense Reimbursement (PE)
Form
1.
Enter the requisition number. This is the reference requisition number for the trip. It is the
same number that is on the Travel Authorization Form for the trip.
2.
Enter the traveler’s ID number.
3.
Enter the traveler’s name.
4.
Enter the destination of the trip.
5.
Record all expenses of the trip.
6.
Breakdown Delaware State University Charge Card, other (out of pocket) and prepaid
items, as well as amounts.
NOTE:
7.
The columns for Delaware State University and Other should equal the
grand total of #5.
Code all necessary expenses and amounts.
NOTE:
#7 should also be the same total as the grand total of #5.
8.
Signature of employee/traveler
9.
Authorized Management Signature – Along with the Travel Expense Reimbursement
Form, provide the authorized manager with a copy of the Travel Authorization form for the
trip.
10.
Attach original receipts for all expenses.
Title:
Procedure No:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 20 of 23
PER DIEM DISTRIBUTION
EVENT: _____________________________
DATES: _____________________________
AMOUNT DISTRIBUTED: ______________
1.
____________________________
2.
__________________________
3.
____________________________
4.
__________________________
5.
____________________________
6.
__________________________
7.
____________________________
8.
__________________________
9.
____________________________
10.
__________________________
11.
____________________________
12.
__________________________
13.
____________________________
14.
__________________________
15.
____________________________
16.
__________________________
17.
____________________________
18.
__________________________
19.
____________________________
20.
__________________________
21.
____________________________
22.
__________________________
23
____________________________
24
__________________________
STAFF MEALS
AMOUNT DISTRIBUTED:_____________________
1.
____________________________
2.
____________________________
3.
____________________________
4.
____________________________
Title:
Procedure No:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
Staff - $45/day
Breakfast - $7
Lunch - $11
Dinner - $27
03/01/09
Supersedes No:
Student - $28/day
Breakfast - $6
Lunch - $10
Dinner - $12
Page 21 of 23
K. Cloutier
Title:
Procedure No:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
03/01/09
Supersedes No:
K. Cloutier
Page 22 of 23
PERSONAL MILEAGE
DATE
DESTINATION
BEGINNING
ENDING
TOTAL
MILES
Title:
Delaware State University
Submitted by:
Travel Policy
Effective Date:
Procedure No:
03/01/09
Supersedes No:
K. Cloutier
Page 23 of 23
TOTAL NUMBER OF MILES _________@ $.55_______