Travel Expense Policy

Purpose

The University appreciates the efforts of those who travel on University business. At the same time, it is necessary to keep the costs of travel within reasonable limits, to follow consistent expense and reimbursement procedures, and to comply with IRS imposed substantiation policies to ensure that reimbursements are not considered taxable income.

This policy is intended to:

Ensure that only reasonable and necessary expenditures for authorized business are incurred, documented and paid for by the University.
Ensure clear and consistent understanding of policies and procedures.
Make sure that all payments are in conformity with applicable laws, acceptable practices, and common sense.
Provide guidelines that enable the University and its departments to better manage their budgets.

Forms

*All travel expense reimbursement forms must still be completed and submitted through the Self Service Payment Request System.

Scope of Policy

The policy applies to all employees who incur reimbursable expenses while traveling for the University, regardless of the source of funds.

The Internal Revenue Service imposes the following requirements on payment and reimbursement of business expenses (1) there must be a business reason for the expenses (2) the individual must substantiate the expense; and (3) the individual must return to the employer or organization any amount advanced in excess of the substantiated expenses.

For travel expenses to be reimbursed they must be properly accounted for on the Travel Authorization and Travel Reconciliation Forms, with the business purpose stated and proper supervisory approvals obtained.

Allowable and Unallowable Expenses

All travel costs must be approved in advance. It is the responsibility of the Department Head/Dean to verify budget funds availability. There will be no reimbursement for unauthorized travel costs paid for by an employee and unauthorized travel costs charged to a University PCard will be required to be re-paid to the University. Business travel expenses will be paid by the University if they are reasonable, appropriately documented, and properly authorized.

Allowable/Reimbursable expenses include, but are not limited to the following:

Coach airfare/baggage fee
Rental car/Shuttle
Personal mileage – paid at current IRS rate
Parking
Tolls
Lodging
Meals (within the limits of per diem allowance as shown on Travel Authorization form)
Taxis
Conference fees
Tips

Unallowable/Non-reimbursable expenses

Airline seating upgrades
Gas receipts (reimbursement goes by mileage, not cost of gas – see Mileage Worksheet)
Hotel recreational activities
Hotel or airplane movie rentals
Laundry and valet services
Expenses related to vacation or personal days taken before, during or after a business trip
Pet care including kennel or pet sitting fees
Spousal or family travel
Alcohol
Any other personal expense not related to the business purpose of the trip
Sales tax*

*Any sales tax paid on University related purchases will not be reimbursed. The University is Tax Exempt and that should be utilized on all purchases. We will only reimburse the totals pre-sales tax. Tax Exemption Certificate is available here.

Substantiation – Receipts and Documentation

The IRS requires that requests for reimbursements to individuals be substantiated with original receipts. For online purchases, a screen print of the confirmation screen or email acknowledgement is acceptable. Holy Family University’s PCard policy requires that all transactions be similarly substantiated.

The following are examples of acceptable documentation:

Meals – meals are reimbursable up to $70 a day, with original receipts. A chit torn from a receipt is not acceptable – the receipt must show the detail of the meal purchased.
Lodging – hotel statement or folio
Rental car – rental agency invoice
Mileage – documentation of distance traveled – Google Maps, Mapquest or similar
Tolls – EZPass transaction history or bill
Taxi - receipt
Airfare – original passenger receipt or electronic ticket receipt
Tips - signed customer copy of credit card receipt or other receipt

Authorization and Reimbursement Procedures

All travel costs must be approved in advance. It is the responsibility of the Department Head/School Dean to verify that there are budget funds available. There will be no reimbursement for unauthorized travel and travel costs.

Step # 1

Employee completes Travel Authorization Form
Employee submits Form to Department Head/Dean for approval
Form should be returned to employee

This form should accompany all requests for reimbursement or cash advances.

Step #2

Employee makes travel arrangements.
The University will prepay travel and/or conference expenses by check or university credit card.
Requests for payment must have Travel Authorization Form attached.
Expenses prepaid by the employee will be reimbursed at the completion of the trip.

Step #3

Upon completion of travel, a Travel Reconciliation Form Should be submitted via Self Service Payment Request System, with the Travel Authorization form and all other appropriate backup documentation attached.
Travel reconciliations must be filed, with all required documentation, within ten business days of the completion of the trip.
Employees will receive reimbursement within one week of receipt of completed paperwork.
Make sure you also fill out the Mileage Worksheet and the Currency Converter Worksheet as necessary.

Cash Advances

Travel Advances may be authorized for University-related travel, subject to supervisory approval. Employees who travel for business purposes are expected to arrange for prepayment of expenses whenever possible.

A cash advance of $100 a day, not to exceed a total of $400, will be issued for meals and miscellaneous expenses. Additional per diem may be approved at the discretion of the appropriate supervisor.

Requests for advances may be submitted 30 days in advance of travel; funds will be issued 15 days prior to travel.