388.4 Travel Authorization and Reimbursement
|Created by: Dana Trebing on 2/10/2003|
|Category: 3 - Business Affairs; 80 - Service/Travel|
|Current File: 388.4|
|Adoption Date: 2/10/2003|
|Reviewed for Currency: 2/10/2003|
|Replaces File: 388.4|
|Date of Origin: 7/12/1988|
|In Archive? Yes|
388.4 Travel Authorization and Reimbursement
Furman has traditionally supported the travel of faculty, administration, and support personnel to appropriate professional meetings and to attend to the official off-campus business of the university. Travel authorization guidelines are explained in Policies and Procedures Manual, Files 166.1 for faculty and 388.5 for administrative and support personnel.
Travel at university expense should be arranged so as to serve best the interest of the University at the lowest total monetary cost and time away from the campus. Travel may be authorized on a full reimbursement, a partial reimbursement, or a non-reimbursement basis, depending upon the purpose of the trip.
1. Travel Request and Authorization.
All travel must be requested and approved on a Travel Authorization and Voucher, Form TEV. Travel requests should be entered as soon as schedules are determined and at least seven to ten days in advance of the travel date to allow for approval and processing of transportation requirements in an orderly manner. If a travel request has been submitted and then the trip is canceled, the traveler must immediately return the form to the travel coordinator with "Trip Canceled" indicated on it.
2. Travel Reservations.
Coach class is to be used for airline travel. Airline reservations should be made through the designated travel agency named by the Director of Administrative Services. This agency may also book reservations for hotels and rental cars. (See File 388.3) For special restrictions applicable to chartered and privately-owned aircraft, (See File 381.1).
3. Vehicle Travel.
Transportation used on university business shall be the most economical and/or standard mode, via the most direct and usually traveled routes. Travel by a university owned vehicle, i.e., automobile, maxivan or bus, is encouraged but not mandatory.
When traveling by automotive means, the traveler is to indicate in the travel request the number and type of university vehicles to be used. Facilities Services will notify the traveler only if the vehicle is not available. The charge for the use of university vehicles is based on a daily rate, miles traveled, and the type vehicle used. These rates are available in the travel office and the Facilities Services Office.
4. Vehicle Insurance.
Privately-owned vehicle usage makes adequate primary liability insurance coverage and property damage the responsibility of the vehicle owner since the University does not provide this coverage. The University does carry non-ownership liability insurance that is excess coverage over primary insurance but does not carry insurance for property damage to private vehicles. The university insurance policy also provides coverage for rental vehicles. It is not necessary, therefore, to purchase additional insurance when using rental vehicles, but drivers should be sure it is clearly shown on the rental contract that the rental is on behalf of Furman University. Questions regarding insurance coverage may be directed to the Director of Administrative Services.
5. Chartered Buses.
There are certain exclusions in Furman's insurance policy for chartered buses. When buses are chartered a certificate of insurance must be secured from the chartering company, and the certificate must show that Furman University is an additional insured under the policy of the chartering company.
6. Travel Card.
University travel cards are provided for those who travel on university business frequently. (See File 388.2 for guidelines.)
7. Cash Travel Advance.
Cash for expenses in excess of $100 that cannot be paid by travel card can be arranged by completing the advance portion of the travel request form. This request should be made at least seven (7) days prior to advance request date. If cash advance checks are not cashed or used, the check must be voided and attached to the travel voucher and returned immediately to the travel coordinator.
8. Reimbursement of Travel Expenses.
Travelers are expected to exercise reasonable judgment as to the appropriate level of expenditure. Expenses charged to the University are to be included on the travel expense voucher but are not reimbursable to the traveler.
9. Travel Expense Processing.
All expenses related to a trip must be accounted for on a Furman University Travel Authorization and Voucher, Form TEV.