388.4 Travel Authorization and Reimbursement

388.4 Travel Authorization and Reimbursement

A. Background

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.

B. Policy

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.

C. Guidelines

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.

Faculty travel must be approved by the department chairperson and the Vice President for Academic Affairs and Dean.

Travel must be approved by at least one person upward in the traveler's reporting chain. Administrative and support personnel travel must be approved by the budget unit head. Travel of a budget unit head must be approved by the budget unit supervisor, and travel of a Vice President must be approved by the President.

Student travel must be coordinated and approved by the faculty/staff sponsor of the trip and approved further by a vice president or other budget unit head, as is appropriate.

After authorization for travel has been approved, all copies of the form should be forwarded to the office of the Director of Administrative Services for processing of reservation for a university vehicle. In rare cases, travel may be required before a travel request can be processed. In this event, a confirmation travel request, duly approved, must be processed before reimbursement can be made. (See Files 388.5, 166.1, and 389.1 for additional guidance on travel approval.)

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 using a university vehicle, a Form TEV must be completed prior to the trip and turned in to the office of Administrative Services. (See File 389.1)

It is the responsibility of the traveler to call the Office of Facilities Services to reserve a university vehicle prior to the trip and immediately forward a travel request form to the travel office.

Personal car mileage will be reimbursable to the traveler. This rate will be according to the IRS yearly determination.

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.

Lodging expenses from motel/hotel accommodations are reimbursable, and detailed receipts are to be included on and attached to the travel expense voucher.

Meal expenses, including tips, incurred by and for the benefit of the traveler are reimbursable if travel is beyond a 30-mile radius of campus. The expense of each meal and tip must be reported to be reimbursed. In some cases it may be to the university's benefit for the traveler to pay for a meal of another person or persons in which case the traveler must indicate on the travel voucher the other person(s) name, title, university/company with which affiliated, name and address of restaurant, cost of the meal, and if the meal cost for one or more individuals exceeds $25 a detailed receipt must be attached to the voucher.

Entertainment expenses are reimbursable if justified and properly documented. The date, place, type of entertainment, the names and affiliation of persons entertained, and the justification for the entertainment must be included on the travel voucher, and if the expense exceeds $25 a detailed receipt must be attached to the voucher.

Incidental expenses incurred by the traveler for the benefit of the university are reimbursable to the traveler. Receipts for incidental charges are required and must be attached to the travel expense voucher for reimbursement to be made. It is difficult to detail the expenses that are reimbursable. Personal expenses or toiletries are clearly not reimbursable. The traveler should be able to decide if the expense was caused by the travel and whether the University benefited from the expense. Travelers may place one personal telephone call home per destination. All other personal telephone calls shall be at the expense of 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.

The completed form must be approved by the appropriate persons and submitted to the travel coordinator within ten days after completion of the trip.

Checks to reimburse the traveler for expenses incurred will be available at the cashier's window of Financial Services seven (7) days after receipt of the voucher in Financial Services, providing the voucher is received prior to the Tuesday or Thursday morning computer cutoff.

Any amount due the University as a result of the accounting on the travel expense voucher is to be paid at the cashier's window of Financial Services at the time the voucher is submitted to the travel coordinator by filling out a Cash Transmittal slip with cash or check payable to Furman University. A copy of the Cash Transmittal slip should be attached to the travel voucher before submitting to the travel coordinator.

Other instructions for completing the travel expense voucher are on the back of the form.

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