Travel Policy 2008

TRAVEL
AT VENDOR EXPENSE

Personnel may not accept complimentary travel,
hotel or food expenses paid by a vendor where the purpose of the vendor is to
sell or promote a product or service. This does not apply to training trips
regarding equipment or services that the University has or will make payment
as part of the purchase price.

Travel Services must approve and process any donations or
donations-in-kind for services, trade agreements, airline rebates, other travel
monies or services offered at no charge to the University or its personnel,
departments or programs.

TRAVEL
COMPANIONS

Family, spouse or other persons may accompany personnel
traveling on university business. However, if such persons are to travel at
University expense, advance authorization must be obtained and the express
business purpose of the companion’s travel must be documented.

Unrelated University colleagues of the opposite sex should
exercise sensitivity and good judgment when traveling together on University
business so as not to compromise the integrity of appropriate personnel
relationships or to reflect poorly on the University or the Church of Jesus
Christ of Latter-day Saints.

ON ISLAND TRAVEL/LODGING

University personnel attending an extended conference in
the Honolulu area must submit a Travel Authorization if travel related
expenses (per Diem, lodging etc.) will be incurred.  

Lodging at hotels in the Honolulu area is discouraged due
to the distance and travel time to and from Laie.  If there is a reasonable request by the
attendee to stay at the conference hotel, a written approval by the
dean/director must accompany the Travel Authorization. 

Personnel REQUIRED to use privately owned
vehicles for on island travel may receive reimbursement at the current rate
of $0.585 per mile. Normal commuting mileage to and from work is not
reimbursable under any circumstances.  University
personnel attending a conference in the Honolulu area must submit a Travel
Authorization if expenses will be incurred. Lodging at hotels in the Honolulu
area is discouraged due to the distance and travel time to and from Laie. If
there is a reasonable request by the attendee to stay at the conference
hotel, a written approval by the Dean/Director must accompany the Travel
Authorization.

AIRPORT
MILEAGE REIMBURSEMENT

Travelers using personal vehicles to travel to
and from the airport may request mileage reimbursement for one round trip
($0.585 per mile) plus current airport long-term parking rates (receipts
required) or two round trips, whichever is less. Roundtrip from Laie to
Honolulu Airport is 70 miles ($35.35).

Prior approvals are needed for special
circumstances that require reimbursement for both mileage and long-term
parking. 

TRAVEL-PRIVATELY
OWNED VEHICLES

The University authorizes reimbursement for
transportation by private automobile only when:

• Common air carrier services are not available
  without undue loss of time.
• Two or more persons are eligible for similar
  authorized travel and their riding together would mean a savings to the
  University.
• Vehicle usage is to transport equipment or
  save time, thus enabling the traveler to perform duties more effectively.
• It will cost the University no more than the
  most reasonable airfare on an air common carrier.
• It will not require the traveler to be away
  from duties for a substantially longer period than travel by common air
  carrier.

Travelers driving privately owned vehicles on
approved University business that qualify under the above guidelines are
eligible for mileage reimbursement at $0.585 per mile. Travel
Services will calculate mileage between cities based on
official state highway maps showing the shortest, most widely traveled route
between cities.

The above reimbursement rates cover all fuel,
maintenance, insurance, transportation, and operating costs. Travelers do not
receive separate reimbursement for fuel costs for private automobiles. Damage
to personal automobiles used on University business is covered by private
insurance. The University does not assume liability or responsibility for
deductibles or other uninsured loss to the vehicle or its occupants (see Insurance below).

The University will reimburse tolls and
reasonable off-airport parking charges in addition to the mileage allowance
if the traveler provides complete receipts with the Travel Expense. There
is no reimbursement for the cost of repairs, towing charges, or other such
costs whether they result from the traveler's acts or the actions of others.
Tickets for parking and moving violations are the responsibility of the
traveler and are not reimbursable.

Whenever the usage of a personal automobile for
approved University travel is primarily for the convenience of the traveler,
reimbursement will not exceed the lesser of the cost of the per-mile
reimbursement plus tolls or the most reasonable round-trip airfare between
the nearest commercial airport serving the origin and destination cities plus
associated transfer costs to and from airports and parking. The traveler does
not receive reimbursement for extra expenses, such as meals and lodging, INCURRED
BECAUSE OF PERSONAL AUTOMOBILE USAGE when commercial airline
transportation is less expensive. To determine the amount to be reimbursed,
travelers should contact Travel Services
IN ADVANCE OF THE TRIP to have the airfare to mileage
comparison calculated and approved.

INSURANCE

Travelers who use privately owned vehicles on University
business must sign a statement that a personal insurance policy is in force
that provides the following insurance coverage for the vehicle. This
statement is part of the Travel Application.

·    
$100,000 for personal injury to, or death of,
one person.

·    
$300,000 for injury to, or death of, two or
more persons in one accident.

·    
$100,000 for property damage.

In the event University personnel are involved in an
accident resulting in a loss, their liability insurance shall be primary to
the full extent of its coverage limits. Personnel who use privately owned
vehicles for approved University travel shall have the sole responsibility
for providing collision, comprehensive, and all other forms of personal
insurance coverage for such a vehicle.

USE OF UNIVERSITY
ON-SITE RESERVATIONS SERVICES

In an effort to provide optimum service levels and
preferred pricing on all travel arrangements, University personnel are
required to arrange all airfare, lodging, car rental and transportation by
common carrier through the University Travel Services. Travel Services is a
full-service ARC approved travel agency branch office with computer
reservations and ticketing capabilities. University personnel staffing the
on-site center have been selected specifically for their industry competence,
efficiency, expertise and service attitude to provide professional service
and quality value to University travelers. Services provided through Travel
Services have also been specifically selected and designed in an effort to
provide maximum service and preferential treatment and pricing to University
travelers.

University personnel should contact Travel Services as soon as they know
travel dates and destination information to give agents as much time as
possible to secure optimal fares and schedules. On-site agents should be made
aware of, and will also book all special conference groups and association
discounts if applicable. An on-site, designated University agent must book
all air, land and sea transportation. The University no longer maintains any
direct billing arrangements with any other travel agencies. The University
encourages travelers to call Travel Services, ext. 53950, with questions and
to receive assistance in planning or arranging travel.

As the main focus of Travel Services is to provide maximum value to
University personnel throughout the trip planning process, it is recognized
there may be occasions requiring the University to consider purchasing travel
arrangements from outside sources. Special proprietary tour packages,
exclusive organization fares, and other special needs may be requested as an
exception by contacting the Travel Services office for approval.

University personnel requesting this type of approval must be cognizant of
propriety and confidentiality issues in dealing with outside vendors. Travel
Services status qualifies the University for preferred pricing in the
industry and often will involve confidential contracts and other sensitive
pricing information. While working through the trip planning process,
personnel becoming aware of such information may not share pricing,
schedules, contract terms, or other sensitive information with outside
vendors as leverage to insure better pricing. Such activity endangers
valuable contracts and industry relationships and is a violation of
University Purchasing Policy and business code of ethics.

COMMERCIAL AIR TRAVEL

Air travel accommodations must be tourist,
coach or special fare class only. University-paid first class air travel is
not an allowable expense. Travelers are responsible to book air travel at the
most economical rates using normally traveled routes. Travelers should make
every effort to take advantage of all advance purchases, Saturday night stay,
promotional flights, reasonable non-direct flights, conference fares, special
negotiated fares, departing and arriving at times slightly less than
convenient and any other reasonable savings opportunities which do not
compromise the effectiveness and purpose of the trip. In the event that a
traveler chooses a higher fare than the lowest applicable fare, assuming the
scheduling and convenience factors to be equal, approval must be obtained
from the responsible dean or associate/ assistant vice president to purchase
the fare.

AIR CARRIER SELECTION CANNOT BE BIASED
BY ANY TRAVELER'S FREQUENT FLYER AFFILIATION OR BENEFITS. THE LOWEST COST AIR
TRAVEL WILL TAKE PRECEDENCE OVER FREQUENT FLYER PROGRAMS. ANY EMPLOYEE
CHOOSING A MORE EXPENSIVE FLIGHT PLAN TO TAKE ADVANTAGE OF A PROMOTIONAL
PROGRAM SUCH AS A FREQUENT FLYER PLAN WILL BE REQUIRED TO REIMBURSE THE
UNIVERSITY FOR ANY EXCESS COSTS.

Frequent flyer miles earned on travel funded by the University are
maintained and redeemed individually by University personnel. Whenever
practicable, personnel should redeem frequent flyer miles earned while
traveling on University business to fund other University business travel.
Personnel may also use earned frequent flyer miles for personal use if
business use is not practicable. When redeeming frequent flyer certificates,
the actual certificate must be exchanged in person on location at the
respective airline city or airport office. Through a special agreement with
the airlines, when frequent flyer certificates are being used for business
travel, personnel may take certificates to the University Travel Services office where the exchange will be
handled, thus eliminating the need for personnel to travel to an airport
office.

Any frequent flyer miles earned while
traveling on University business may not be exchanged for cash. Likewise, the
University cannot reimburse personnel for their use.

University personnel qualifying for senior
citizen discount coupons and planning to use the coupons for both University
business and personal travel should purchase the coupons with personal funds.
When using the coupons for a University-sponsored trip, the traveler should
request reimbursement for the percentage of the cost calculated by Travel Services as being business related.
Travelers, who purchase senior citizen discount coupons with University
funds, must use the entire value of the airline coupons for
University-approved travel.

Travelers must book all air transportation
through the University Travel Services
office. When booking air travel, travelers must give the Travel Authorization
number and the University approved account code to the on-site travel agent.
The traveler must have an approved Travel Authorization before purchasing air
tickets.

Travelers, who experience changes in trip plans, missed flights, or other
difficulties during a trip, making the purchase of an additional airline
ticket necessary, may charge it to their University-issued corporate charge
card. The traveler must return all applicable receipts to Travel Services
when requesting reimbursement. Travelers must return any unused airline
tickets to the Travel Services office as soon as possible. Upon processing of
the ticket refund, if possible, the respective campus department will receive
credit for the refund. If the ticket is non-refundable, the ticket will be
returned to the campus department for use on a future trip. All such tickets
remain the property of the University and must be used for business travel.
Tickets being held for exchange on a later trip may not be used for personal travel.

TRAVEL INSURANCE

By adhering to the University Travel Policy, travelers will automatically
receive, at no cost to themselves or the University, $500,000 travel accident
insurance from Visa and $150,000 from travel industry ARC affiliation. In
addition, all personnel traveling on University business (including students)
have coverage under the University's blanket travel insurance policy.
Additional coverage, assistance, and other travel benefits are included in
the University's agreement with "Assist America." Complete
information about the "Assist America" program is available by
contacting the Human Resource office. Also, personnel may purchase DMBA's
Occupational Accidental Death and Dismemberment and/or 24-hour accident insurance.
Personnel choosing to purchase additional travel insurance other than what is
currently provided must do so at their own personal expense.

TRAVEL-PRIVATE
AIRCRAFTS/CHARTERS/BUSES

Normally, the University does not allow travel
by private aircraft. The appropriate vice president must approve in advance
air flights other than on scheduled airlines. Travelers should use the Travel Services office for any unscheduled or
chartered flight activity. Travelers who arrange for non-scheduled chartered
transportation should be aware of the basic fundamental principles that
should be followed in chartering airplanes and buses.

BUS
CHARTERS

Anyone chartering a bus for group travel
should verify the company is licensed by the state(s) in which they operate
and is in good standing. The recommended minimum amount of liability
insurance is $5,000,000. An "Insurance Certificate" stating the above
and naming Brigham Young University Hawaii as an "additional
insured" in connection with the chartered trip should be requested from
the bus company, and forwarded to the Human Resource office for approval and
filing. Personnel should contact the Human Resource office with questions.

TRAVEL BY
RAIL

The University will reimburse the cost for
railroad fare not to exceed the cost of the least expensive airfare.
Travelers must submit receipts to be reimbursed.

TRAVEL-RENTAL
AUTOMOBILES

The University reimburses the cost of a rented
automobile when suitable or less expensive local transportation is
unavailable or when routing and time factors make it more advantageous than
taxi or other ground transportation. Travelers should only use a rental
vehicle when it is not possible or practical to use a University vehicle.
Rental vehicles should not be used if less expensive transportation is
available.

Whenever a rental car is used as the primary
source of transportation and is primarily for the convenience of the
traveler, reimbursement will not exceed the lesser of the cost of the rental
car plus fuel and taxes or the most reasonable round-trip airfare between the
nearest commercial airport serving the origin and destination cities plus
associated transfer costs to and from airports and parking. The traveler will
not receive reimbursement for extra expenses, such as meals and lodging in
transit, the cost of a larger vehicle to transport family members or other
non-business related guests, or other expenses incurred for personal benefit
when commercial airline transportation is less expensive.

The University's primary car rental suppliers
are National, Hertz and Enterprise. These companies offer considerable
discounts off normal rates, complete insurance coverage while operating a
rental vehicle, discounts off international rental activity, and good vehicle
availability both on and off airport nationwide.

Benefits of the contracts include the following:

·    
Membership in National's Emerald Club and
Hertz #1 Club at no extra charge

·    
Reduced daily, weekly, monthly and week-end
rates

·    
Exceptional Mini Van rates and availability

·    
Waiver of most city surcharges and airport
fees

·    
Unlimited free mileage

·    
Young renter surcharge waived

·    
Free LDW/CDW insurance coverage

·    
No additional driver charges

·    
Frequent Flyer participation

·    
Corporate rates available for business and
personal use by all BYUH personnel and Alumni

University personnel should charge all car reservations to
their University-issued corporate travel charge card. In addition, all rental
car reservations should be made through the University Travel
Services office which is equipped to make direct computer
reservations with travel vendors.

Questions regarding rates, insurance coverage,
reservations or other related issues should be referred to the University Travel Services office, ext. 53950.

Personnel should rent mid-size vehicles under normal
traveling conditions. In exceptional cases, the University will reimburse the
use of larger vehicles (several travelers in one vehicle, equipment
transported, etc.).

Travelers should refuel the rental car before returning it
to avoid the high cost of gasoline at the rental agency.

Personnel should decline all Collision Damage Waiver (CDW)
and Personal Accident Insurance (PAI) coverage when traveling domestically on
University business. Domestic travelers will not receive reimbursement for
additional insurance coverage purchased. The University's corporate insurance
policy combined with vendor car rental contract terms and conditions covers
these insurance items for personnel. In case of an accident, contact the car
rental agency and the Human Resource office, ext. 53717.

WHEN TRAVELING INTERNATIONALLY, TRAVELERS SHOULD
PURCHASE ALL AVAILABLE INSURANCE. ADDITIONAL INTERNATIONAL CAR RENTAL
INSURANCE EXPENSE IS REIMBURSABLE.

TRAVEL-TAXIS
AND AIRLINE/HOTEL SHUTTLE SERVICE

Taxi and other types of livery or conveyance are
reimbursable for official business-related travel as follows:

·    
Transportation at destination terminal to
place of lodging and return trip.

·    
Transportation between business appointments
or hotels and places of temporary duty.

·    
Transportation for blind or physically
disabled persons, providing the fare is within reasonable limits.

Following the above guidelines, reasonable charges for
taxi and airline or hotel limousine service are reimbursable when other modes
of travel are not available or practical. To avoid unnecessary taxi expenses,
personnel should utilize regularly scheduled airport, bus or limousine
service between terminal facilities and hotels, if available. Many hotels
offer complimentary hotel shuttle services.

Taxi charges are reimbursable specifically for travel
related approved University business. Taxis between hotel and airport are
allowable; however, taxis from a hotel to a restaurant for sightseeing trips
are not allowable.

TRAVEL
SUBSISTANCE ALLOWANCE

Personnel traveling for the University away
from home overnight with an established business purpose are entitled to a
subsistence allowance while on travel status. Subsistence allowance includes
both meals and incidental expenses.

Subsistence is an all-inclusive allowance
established and governed by current tax laws and its use is for meals and
incidental expenses. There is no allowance for additional charges for other
meals, fees or tips to waiters, porter, baggage or bell persons, television
and in-room movies, or transportation between places of lodging and dining.

Under normal circumstances, when travel occurs
and where the entire trip begins and ends in the same calendar day,
subsistence allowances and reimbursement for meals do not apply. Federal tax
laws prohibit the reimbursement of meals and other incidental TRAVEL
EXPENSES to personnel who are not away from home overnight or for
long enough to require sleep or rest. As a result, personnel are normally
responsible for providing their own meals and snacks while engaged in
same-day travel.

Under special circumstances when an individual
leaves home very early in the morning and returns home late the same night,
the University will consider the individual away from home longer than a
normal work day (the person must be gone a minimum of 12 hours to qualify)
and will reimburse actual meal costs with receipts not to exceed the
allowable per diem. These meal expenses are considered de minims.

A subsistence allowance amount covers meals and other
expenses incurred while traveling away from home OVERNIGHT. By dividing the
day into three meal periods, the computation is as follows:

(NOTE: The period of time
from 12:01 a.m. to 6:00 a.m. may be used to extend either the breakfast or
dinner meal period as needed.)

The above times apply to the time zone the actual travel occurs in.

There is a subsistence amount for each period, or fraction thereof, while
an individual is in approved travel status and away from the University for a
minimum of 24 hours. (See Registration Fees section for meals included in
registration, etc.)

Destination cities are assigned a certain per diem level. The levels
assigned to each city/county and the breakdown of levels as they relate to
each meal period are listed on the current per diem table.

Unless otherwise specified, the per diem
locality is defined as "all locations within or entirely surrounded by,
the corporate limits of the key city, including independent entities located
within those boundaries."

University travelers have two options in claiming Per
Diem charges:

• Retain and
  submit receipts for all meal and incidental charges with your travel
  expense.  Reimbursement will be
  made up to the maximum Per Diem rate of the designated city of business.

·        
If no receipts are
submitted, reimbursement will be calculated up to 75% of the current
Continental United States (CONUS) Per Diem rate table for the designated
city.

·        
The per diem rate for FOREIGN SUBSISTENCE is 75% of the highest Per Diem level per
24-hour day or the actual meal costs with receipts while in approved foreign
travel status.

EXTENDED TRIPS

Full-time personnel traveling for extended periods of time (at least 60
days but not more than one year) may either travel under the regular travel
policy or receive approval from the appropriate vice president for per diem
only reimbursement to cover all expenses of the trip. The negotiated per diem
rate may not exceed the maximum federal per diem rate for meals and lodging
for the specific approved travel destination(s), as published by the IRS and
State Department. The Travel Services
office will assist in planning extended trips and in determining appropriate
per diem allowances within the published federal rates. Personnel traveling
on meal and lodging per diem allowances are not required to itemize expenses or
to provide supporting receipts, but rather will receive a straight per diem
to cover all expenses. However, travelers must confirm to the Travel Services office the times, places and
business purposes of the trip every 90 days or at the conclusion of the trip,
whichever is less.

REGISTRATION FEES

Registration fees for meetings and conferences are reimbursable. The
traveler should use the University-issued Visa card whenever possible. Where
University corporate cards are not accepted, the traveler may use a
department purchasing card. When using this type of payment, the traveler
should not request reimbursement in addition to the direct payment.

When claiming registration fees for reimbursement, the traveler must
report the number of meals included in the registration fee and any other
meals provided to the traveler. When meals are provided, a copy of the
conference registration form must be attached to the reimbursement request
supporting all reimbursement claims.

NON-TRAVEL RELATED BUSINESS MEALS AND ENTERTAINMENT

It may be appropriate to include meals or other expenses in the regular
conduct of day-to-day business which furthers the interest of the University
and has an express business purpose. Each department chair or administrative
manager authorized to approve such activities should carefully consider the
appropriateness of food and other related purchases.

The University considers this type of expense as non-travel related
transportation and general business expense. Departments should cover these
expenses by using either their travel corporate card or a purchasing card.
Personnel may request reimbursement for such expenses, if needed, on an
Expense Report. They must justify and document an express business purpose
with the following criteria:

• The University has
  more than a general expectation of deriving specific benefit from the
  meal or incidental expense.
• The employee did
  engage in business discussions about University matters during the meal
  or associated expense related activity.
• The principal nature
  of the expense was the active conduct of the University's affairs. The
  expense was for personnel, their non-employee business guest(s) and
  their spouses. Normally, meals involving only personnel, where business
  is not conducted, are not reimbursable. Business meals may, however, be
  reimbursed with department chair/manager approval, providing a specific
  business purpose is documented.

Department chairs/Directors approving non-travel related business meals
and other expenses are responsible to provide complete receipts and
documentation as described above. Complete documentation includes names of
all personnel and non-employees with business relationship to the meal. The
documentation must be specific and indicate how the meal or other expense
furthered the University's interests and why the expense was a necessary
element of the overall business outcome of the activity. Financial Services
will refuse reimbursement and charge back expenditures to the participants
for undocumented or questionable meal purchases.

Undocumented reimbursed expenditures are taxable to the participants, and
the University will report it as taxable income on the individual's W-2 tax
form.

TRAVEL-HOSTING AND ENTERTAINMENT

Occasionally, it may become necessary to host other individuals' meals
while traveling. Entertainment, however represented, is not an allowable charge
without specific, prior approval at the vice president level. Costs for
approved hosting activities are reimbursable only under the following
conditions and with documentation of the specific business purpose (see
Non-travel Related Business Meals and Entertainment section for documentation
requirements):

• Individuals hosted
  should not be other University personnel also in approved travel status.
• The hosting employee
  must submit the Expense Report request stating the business purpose of
  the meal and the names of non-University persons hosted. The employee
  must submit complete, actual receipts for the meal to receive
  reimbursement.

TRAVEL-LODGING

Travelers should use standard accommodations in reasonably priced,
commercial-class hotels/motels. The traveler should use the University
corporate travel charge card to pay for lodging and to guarantee room
reservations whenever possible. 

Travelers should book hotel reservations through Travel Services whenever
possible. This practice insures the lowest possible cost, inclusion of all
available discounts, and contract hotel availability. Reimbursement is made
on the actual base rate plus taxes and approved amenities. The traveler must
present the original hotel/motel paid receipt (credit card receipt is not acceptable)
with their Expense report.

If two employees share the cost of a double room, they should either
request a separate receipt for each portion of a shared room rate and
indicate a proportionate share of the total expense; or one employee should
seek reimbursement for the entire bill and the second employee not make a
hotel reimbursement request. In either case, the corresponding name and
Travel Approval number must be cross-referenced on each travel reimbursement
request to verify the names of the persons sharing the expense.

Travelers do not receive reimbursement for lodging costs when they stay
with friends or relatives. However, when traveling away from home overnight,
a $30.00 amount is allowed for each seven-days of housing or portions thereof
provided by family or friends. Travelers may use this allowance along with
the regular meal subsistence allowance, if applicable, to provide a gratuity
to the host.

In-room movies, mini-bar charges, concierge services and other in-room
services are not reimbursable beyond the approved subsistence allowance.
Travelers should not charge long distance telephone calls on the hotel bill,
if avoidable, since exorbitant hotel surcharges are not reimbursable.   Reasonable, business-related telephone
calls, necessary calls associated with an ecclesiastical calling, and one
personal call per day for the purpose of communicating safe arrival and
continued well being are allowable.

Business-related cellular telephone calls and charges are reimbursable
when approved by the appropriate dean or director/ vice president. Telephone
calls made from an airplane or other unreasonably priced areas are not
reimbursable except under extreme emergencies.

Laundry charges are not normally reimbursable beyond the approved
subsistence allowance. If, however, normal business trips extend beyond seven
days, one laundry expense per seven-day period will be reimbursable.

PERSONAL VACATION WHILE IN TRAVEL STATUS

A traveler must indicate any personal vacation time and expense on the
Expense Report when claiming allowable business travel expenses where
business and personal vacation time are combined within the same trip period.
The subsistence allowance and other University financial support for
travel-related expenses ceases during personal vacation periods. In addition,
travel, lodging, or meal expenses for spouses or other dependents are not
reimbursable.

When combining personal vacation with business and traveling through use
of a University vehicle or motor pool vehicle, all vacation mileage and any
expense associated with using a larger vehicle than would normally be
required for the purpose of transporting family members should be logged and
reimbursed to the University upon conclusion of the trip. In general, any
personal expenses associated with vacation and family travel should be paid
from personal funds.

Vacation time taken in conjunction with an official business trip should,
when applicable be reported as such, upon conclusion of the trip (see Leaves
Policy - Vacation).

TRAVELERS CHECK

Travelers may obtain American Express Travelers Checks at the University's
Cashier's Office.  No fees are charged
but it is a cash only transaction.  Traveler’s
checks are available during normal Cahier’s business hours.  

SPECIAL TRAVEL

Travel for such purposes as employment interviews at the University and
visits to the University by lecturers and other official visitors is special
travel and is governed by the general University Travel Policy. Department
budgets and/or the terms of contracts and grants often limit funds to support
special travel. University personnel should not make a commitment to incoming
individuals for paying or reimbursing travel expenses without receiving
approval from the appropriate dean or director/vice president. This is a general
standard within the University. An individual dean or director/vice president
may, at their discretion, approve more specific or restrictive policies for
individual department needs.

Official visitors to campus may receive reimbursement, if authorized, for
travel expenses incurred within the business purpose of their visit at the
University under the normal travel policy for personnel. University
representatives should submit a travel authorization when applicable for
inbound travelers. Travel arrangements should be booked through the
University Travel Services.  Incoming
traveler's reimbursement requests will not be processed on a Check
Requisition form.

University personnel involved in making reimbursement commitments to
incoming lecturers and visitors should be in compliance with all tax laws and
immigration laws required in the reimbursement process. DEPARTMENTS SHOULD
NOT MAKE ANY PAYMENTS OR REIMBURSEMENTS TO INDIVIDUALS FROM FOREIGN COUNTRIES
WHO ARE NOT TRAVELING ON AN APPROVED WORKING VISA.  

TRAVEL-CORPORATE CHARGE CARDS

The University provides a Visa corporate card to any
full-time faculty or staff member that travels at least 2-3 times per year
that applies for the card. Applications are available from the Travel Services
website. Applicants should return completed forms to Travel Services for
processing. Upon approval, Travel Services receives the card from the card
vendor and notifies the applicant of its arrival. At the time of pickup, each
employee must submit a signed user agreement form recognizing receipt of the
card and agreeing to comply with all travel policies.

The corporate card is paid in full by the University at the end of each
month. Cardholders are responsible to have card expenses loaded into their expense
reports within 15 calendar days of return from a trip.

The corporate charge card program at the University is designed to provide
personnel with a convenient, low-risk method to meet University-approved
travel and other business expenses. The corporate charge card replaces the
former practice of issuing large travel advances.

Cardholders should not use the corporate charge card to circumvent the
University purchasing function by charging anything other than approved
travel related activities.

Whenever possible, personnel should charge lodging, car rentals, meals,
registration, and other University approved business travel expenses to their
corporate charge card.

If an employee does not account for corporate card transactions in their
Expense Report within 60 days of the transaction date, the University may
suspend charge privileges until the employee clears the account. If an
employee does not account for corporate card transactions within 90 days of
the transaction date Travel Services will contact the employee and immediate
supervisor to advise of the seriousness of nonpayment. Personnel who have
canceled cards due to intentional nonpayment may not rejoin the program.

Personnel must surrender their corporate charge cards to Travel Services
immediately upon terminating full time employment.

If an employee's corporate charge card becomes lost or stolen, the
cardholder should contact Travel Services immediately to report the incident.
If the card is lost after working hours the cardholder should contact Visa
directly at 1-800-VISA-911 to report the loss and then report the incident to
Travel Service during regular business hours.

TRAVEL ADVANCES
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The University functions under the Internal Revenue Services
"Accountable Cash Advance Plan" for classification purposes. As a
result of that classification, personnel requesting cash advances must comply
with the following restrictions:

• The advance must be
  obtained and used for business expenses only by a University employee in
  connection with services performed as an employee.
• An employee must
  substantiate all cash advance expense within 60 days of issuance.
• Employees must base
  the advance on a reasonable estimate of anticipated expenses. They must
  draw the advance within a reasonable period before incurring the
  expenses.
• Personnel must
  account for all expenses and return any unspent portion of any advance within
  60 days of the original date issued.

Cash travel advances may be issued for trips or portions of trips not
extending beyond 60 days duration.

The corporate charge cards normally eliminate the need for large travel
advances. In addition to the convenience, the cards can reduce the chance of
income tax implications, financial risk from carrying cash or traveler’s
checks, and other cash-related liabilities.

Travelers may receive advances when necessary and approved by the dean or
director/vice president. Individuals may request and receive an (minimum
$50.00) advance in the following situations:

• Where establishments
  do not accept corporate charge cards for travel expenses.
• If personnel have
  applied for but been denied access to the corporate card plan.
• Under unusual and
  special circumstances approved in advance by Travel Management Services.

Personnel may not use travel advances to purchase air, train, rental car,
or other commercial transportation.

Personnel should request cash advances through Peoplesoft Expense. Travel
advance requests are processed the 10 days prior to travel. Requests for
advances within 10 days of travel are processed the day following the
approval of the Trip Plan. Travelers should plan ahead since Travel
Management Services will process emergency travel advance requests only in
legitimate, unavoidable emergency situations. Advances are directly deposited
to the employees default bank account. Employees may request deposits to a
different bank account under.

Students or non-University personnel may not receive cash advances. If a
student or non-University person requires an advance, a responsible employee
must personally request the advance in his/her name and assume full
responsibility for the business purpose, accounting and complete
documentation for the advance.

The University considers a cash advance a personal loan, and the traveler
must account for it within 15 calendar days of returning from a trip. After
completing an Expense Report if an employee owes money back to the University
a check should be submitted to Travel Services. Travelers should not submit
cash with the receipt packet. Travel advances left unsubstantiated and
unspent balances not returned within 60 days will be reported as taxable
income to the employee.

RETENTION OF TRAVEL DOCUMENTS
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All original receipts for an expense report must be submitted Travel
Services before the expense report is approved. Departments must retain all
other supporting travel documentation for the current and immediate past
fiscal years.

NON-ALLOWABLE TRAVEL EXPENSES
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Some expenses are the personal responsibility of the employee and are not
reimbursable. The following list is not all inclusive, but show examples of
such non-reimbursable expenses.

• Personal and family
  expenses
• Gifts and souvenirs
• Valet and room
  service charges
• Personal medical and
  dental expenses
• Personal reading
  material, recreation, and entertainment
• Travel insurance in
  excess of that already provided
• Costs incurred by
  traveler's failure to cancel transportation or hotel reservations
• Commuting between
  home and work
• Corporate charge
  card delinquency or late charge assessments (there may be an exception
  if the delinquency assessment is not due to the actions of the traveler)
• Haircuts,
  newspapers, babysitting, shoe shines
• Parking and traffic
  citations
• Reimbursement or
  payment for frequent flyer benefits and reduced or free flight coupons
  issued by the airlines

NON-UNIVERSITY TRAVEL REIMBURSEMENTS
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The travel policies and procedures stated in this document apply fully to
individuals who are not University personnel but receive reimbursement for
University-approved travel. Normally, these individuals are guest lecturers,
consultants, or prospective faculty or staff. The department arranging the
travel is responsible for policy compliance, properly completed forms, and
complete documentation of all expenses.

MOVING AND TEMPORARY RELOCATION EXPENSE

Moving expenses for permanent relocation of
either incoming or outbound personnel are covered under the University Moving
Policy.  

Temporary relocation expenses may be
reimbursed as travel expense if the relocation is for less than 39 weeks.
Relocation expenses associated with a temporary assignment must be processed
on a University Travel Application form. A Travel Advance may be requested
for all relocation expenses not chargeable to the University corporate charge
card. Personnel involved in the actual temporary relocation must submit all
reimbursement claims on a Reimbursement Request form and provide
documentation and complete receipts for all expenses claimed. Lump sum
relocation allowances without accountability will not be processed.

TRAVEL-MEALS
AND OTHER EXPENSES

A subsistence allowance amount covers meals
and other expenses incurred while traveling away from home OVERNIGHT.
By dividing the day into three meal periods, the computation is as follows:

(NOTE: The period of time from 12:01 a.m.
to 6:00 a.m. may be used to extend either the breakfast or dinner meal period
as needed.)

The above times apply to the time zone the actual travel
occurs in.

There is a subsistence amount for each period, or fraction
thereof, while an individual is in approved travel status and away from the
University for a minimum of 24 hours. (See Registration Fees section for
meals included in registration, etc.) There are currently six different
subsistence allowance levels. They are:

The breakdown of levels as they relate to
specific cities/counties/ are listed on the per diem table.

Unless otherwise specified, the per diem
locality is defined as "all locations within or entirely surrounded by,
the corporate limits of the key city, including independent entities located
within those boundaries."

Per diem localities with county definitions
shall include "all locations within or entirely surrounded by, the
corporate limits of the key city as well as the boundaries of the listed
counties, including independent entities located within the boundaries of the
key city and the listed counties."

When a military installation or
government-related facility (whether or not specifically named) is located
partially within more than one city or county boundary, the applicable per
diem rate for the entire installation or facility is the higher of the two
rates which apply to the cities and/or counties, even though part(s) of such
activities may be located outside the defined per diem locality.

FOREIGN
TRAVEL SUBSISTENCE ALLOWANCE

The current rate for FOREIGN
SUBSISTENCE is $48.00 per 24-hour day or the actual meal costs with
receipts while in approved foreign travel status.

REGISTRATION
FEES

Registration fees for meetings and conferences
are reimbursable. The traveler should use the University-issued VISA Travel
card whenever possible. Where University corporate cards are not accepted,
the traveler may use a personal credit card. When using these two means of
payment, the traveler should not request reimbursement in addition to the
direct payment.

When claiming registration fees for
reimbursement, the traveler must report the number of meals included in the
registration fee and any other meals provided to the traveler. When meals are
provided, a copy of the conference registration form must be attached to the
reimbursement request supporting all reimbursement claims.

NON-TRAVEL
RELATED BUSINESS MEALS AND ENTERTAINMENT

It may be appropriate to include meals or
other expenses in the regular conduct of day-to-day business, which furthers
the interest of the University and has an express business purpose. Each
department chair or administrative manager authorized to approve such
activities should carefully consider the appropriateness of food and other
related purchases.

The University considers this type of expense
as non-travel related transportation and general business expense.
Departments should cover these expenses by a VISA Purchasing Cards. Personnel
may request reimbursement for such expenses, if needed, on a Travel
Reimbursement Request. They must justify and document an express business
purpose with the following criteria:

·    
The University has more than a general
expectation of deriving specific benefit from the meal or incidental expense.

·    
The employee did engage in business
discussions about University matters during the meal or associated expense
related activity.

·    
The principal nature of the expense was the
active conduct of the University's affairs. The expense was for personnel,
their non-employee business guest(s) and their spouses. Normally, meals
involving only personnel, where business is not conducted, are not
reimbursable. Business meals may, however, be reimbursed with department
chair/manager approval, providing a specific business purpose is documented.

Department chairs/managers approving
non-travel related business meals and other expenses are responsible to
provide complete receipts and documentation as described above. Complete
documentation includes names of all personnel and non-employees with business
relationship to the meal. The documentation must be specific and indicate how
the meal or other expense furthered the University's interests and why the
expense was a necessary element of the overall business outcome of the
activity. Financial Services will refuse reimbursement and charge back
expenditures to the participants for undocumented or questionable meal
purchases.

Undocumented reimbursed expenditures are
taxable to the participants, and the University will report it as taxable
income on the individual's W-2 tax form.

HOSTING
AND ENTERTAINMENT

Occasionally, it may become necessary to host
other individuals' meals while traveling. Entertainment, however represented,
is not an allowable charge without specific, approval at the vice president
level on the Travel Application. Costs for approved hosting activities are
reimbursable only under the following conditions and with documentation of
the specific business purpose (see Non-travel Related Business Meals and Entertainment
section for documentation requirements):

·    
Individuals hosted should not be other
University personnel also in approved travel status.

·    
The hosting employee must submit the Travel
Expense Form request stating the business purpose of the meal and the names
of non-University persons hosted. The employee must submit complete, actual
receipts for the meal to receive reimbursement.

LODGING

Travelers should use standard accommodations
in reasonably priced, commercial-class hotels/motels. The traveler should use
the University corporate charge card to pay for lodging and to guarantee room
reservations whenever possible. The traveler may use Check Requisitions to
guarantee rooms only when the University corporate charge cards are not
accepted.

Travelers should book hotel reservations
through the University on-site reservations service whenever possible. This
practice insures the lowest possible cost, inclusion of all available
discounts, and contract hotel availability. Reimbursement is made on the
actual base rate plus taxes and approved amenities. The traveler must attach
the original hotel/motel paid receipt (credit card receipt is not acceptable)
to the Travel Reimbursement Request.

If two employees share the cost of a double
room, they should either request a separate receipt for each portion of a
shared room rate and indicate a proportionate share of the total expense; or
one employee should seek reimbursement for the entire bill and the second
employee not make a hotel reimbursement request. In either case, the
corresponding name and Travel Application number must be cross-referenced on
each travel reimbursement request to verify the names of the persons sharing
the expense.

Travelers do not receive reimbursement for
lodging costs when they stay with friends or relatives. However, when
traveling away from home overnight, a $10.00 amount is allowed for each day of
housing provided by family or friends. Travelers may use this allowance along
with the regular meal subsistence allowance, if applicable, to provide a
gratuity to the host.

In-room movies, mini-bar charges, concierge
services and other in-room services are not reimbursable beyond the approved
subsistence allowance. Travelers should not charge long distance telephone
calls on the hotel bill, if avoidable, since exorbitant hotel surcharges are
not reimbursable. To avoid surcharges, travelers should use a University
issued calling card to have calls billed through the University telephone
system.   Reasonable, business-related telephone calls, necessary
calls associated with an ecclesiastical calling, and one personal call per
day for the purpose of communicating safe arrival and continued well being
are allowable.

Telephone calls made from an airplane or other
unreasonably priced areas are not reimbursable except under extreme
emergencies.

Laundry charges are not normally reimbursable
beyond the approved subsistence allowance. If, however, normal business trips
extend beyond seven days, one laundry expense per seven-day period will be
reimbursable.

The University has negotiated exceptional
rates to many of its most heavily traveled cities. Rate information,
availability, reservations, and other hotel booking needs can be obtained by
contacting University Travel Services,
ext. 3950.

PERSONAL VACATION
WHILE IN TRAVEL STATUS

A traveler must indicate any personal vacation
time and expense on the Travel Reimbursement Request when claiming allowable
business travel expenses where business and personal vacation time are
combined within the same trip period. The subsistence allowance and other
University financial support for travel-related an expense ceases during
personal vacation periods. In addition, a travel, lodging, or meal expense
for spouses or other dependents is not reimbursable.

When combining personal vacation with business
and traveling through use of a University vehicle or motor pool vehicle, all
vacation mileage and any expense associated with using a larger vehicle than
would normally be required for the purpose of transporting family members
should be logged and reimbursed to the University upon conclusion of the
trip. In general, any personal expenses associated with vacation and family
travel should be paid from personal funds.

Vacation time taken in conjunction with an
official business trip should, when applicable be reported as such, upon
conclusion of the trip (see Leaves Policy - Vacation).

FOREIGN
TRAVEL

To the maximum extent possible, the policies
and procedures about domestic travel also apply to foreign travel, and actual
costs are reimbursable where reasonable and necessary.

TRAVELERS
CHECKS

Travelers may purchase American Express
Travelers Checks through the Cashier’s Office at no service charge to
personnel. The University will not reimburse service charges for travelers
checks obtained elsewhere.

SPECIAL
TRAVEL

Travel for such purposes as an employment
interview at the University and visits to the University by lecturers and
other official visitors is special travel and is governed by the general
University Travel Policy. University personnel should not make a commitment
to incoming individuals for paying or reimbursing travel expenses without
receiving approval from the appropriate dean or associate/assistant vice
president. This is a general standard within the University. An individual
dean or associate/assistant vice president may, at their discretion, approve
more specific or restrictive policies for individual department needs.

Official visitors to campus may receive
reimbursement, if authorized, for travel expenses incurred within the
business purpose of their visit at the University under the normal travel
policy for personnel. University representatives should submit a travel
application when applicable for inbound travelers. Travel arrangements should
be booked through the University Travel Services
Office. Reimbursement of travel expenses associated with an on-campus
employment interview or other official visits should be processed on an
electronic Travel Expense Form, and complete receipts must be included for
all claimed expenses. Incoming traveler's reimbursement requests will not be
processed on a Check Requisition form.

University personnel involved in making
reimbursement commitments to incoming lecturers and visitors should be in
compliance with all tax laws and immigration laws required in the
reimbursement process. DEPARTMENTS SHOULD NOT MAKE ANY PAYMENTS OR
REIMBURSEMENTS TO INDIVIDUALS FROM FOREIGN COUNTRIES WHO ARE NOT TRAVELING ON
AN APPROVED WORKING VISA. 

CORPORATE
TRAVEL CHARGE CARDS

The University provides, upon approved
application and at no charge, VISA corporate charge cards to any full-time
faculty or staff member with a yearly income of at least $15,000. The
University encourages all personnel who qualify to apply for a corporate
charge card to be used for many University business related travel expenses.
Applications are available from the Travel Services office, and the
individual can initiate an application at any time. Applicants should return
completed forms to Travel Services
for processing, which includes a minimum level credit check by the corporate
charge card company. The individual must pick the card up in person. At the
time of pickup, each employee must sign an acknowledgement form recognizing
receipt of the card and agreeing to comply with all travel policies.

The corporate charge card program at the
University is designed to provide personnel with a convenient, low-risk
method to meet University-approved travel and other business expenses. For
eligible personnel, the corporate charge card replaces the former practice of
issuing large travel advances.

Personnel should use their corporate charge
cards for official University-approved travel expenses. Personal charges
should not be made on University corporate charge cards.

The University uses the card strictly for
convenience in handling travel related charges, and not because of a need for
consumer credit or debt. Cardholders should not use the corporate charge card
to circumvent the University purchasing function by charging anything other
than approved travel related activities.

Whenever possible, personnel should charge
lodging, car rentals, meals, registration, and other University approved
business travel expenses to their corporate charge card.

Any individual participating in a LEAVE
OF ABSENCE WITHOUT BENEFITS must surrender any corporate charge
cards in their possession before leaving the University. Personnel
participating in a LEAVE OF ABSENCE WITH BENEFITS may retain
and continue using their corporate charge cards during their leave.

If an employee's corporate charge card becomes
lost or stolen, the person should call the Travel
Services office immediately to report the incident.
University and individual liability for charges ceases upon notification to
the charge card company at 1-800-528-2121.

TRAVEL
ADVANCES

The University functions under the Internal
Revenue Services "Accountable Cash Advance Plan" for classification
purposes. As a result of that classification, personnel requesting cash
advances must comply with the following restrictions:

·    
The advance must be obtained and used for
business expenses only by a University employee in connection with services
performed as an employee.

·    
An employee must document expenses related to
the advance and return any unused portion of the advance within 15 business days
of returning or within 60 calendar days of issuance of the advance (whichever
is earlier).  

·    
Employees must base the advance on a
reasonable estimate of anticipated expenses. They must draw the advance
within a reasonable period before incurring the expenses.

Cash travel advances may be issued for trips
or portions of trips not extending beyond 60 days duration.

The corporate charge cards normally eliminate
the need for large travel advances. In addition to the convenience, the cards
can reduce the chance of income tax implications, financial risk from
carrying cash or travelers’ checks, and other cash-related liabilities.

Travelers may receive advances when necessary
and approved by the dean or associate/assistant vice president. Individuals
may request and receive an (minimum $50.00) advance in the following
situations:

• Where establishments do not accept corporate
  charge cards for travel expenses.

• If personnel have applied for but been denied
  access to the corporate card plan.

• 
  Under unusual and special circumstances
  approved in advance by Travel Services.

Personnel may not use travel advances to
purchase air, train, rental car, or other commercial transportation.

Personnel should request travel advances on an
approved Travel Application form. Travel advance requests require a minimum
of five working days to process. Travelers should plan ahead since Travel Services will process emergency travel
advance requests only in legitimate, unavoidable emergency situations. The
University will not issue travel advances more than ten working days before
the approved travel. Travelers must pick up the advance in person at Travel Services with proper identification. If
circumstances do not permit in-person pick up, the person picking up the
advance must show University identification, and have the traveler sign and
return an affidavit verifying receipt of the travel advance.

Students or non-University personnel may not
receive travel advances. If a student or non-University person requires an
advance, a responsible employee must personally request the advance in
his/her name and assume full responsibility for the business purpose,
accounting and complete documentation for the advance.

The University considers a travel advance a
personal loan and the traveler must account for it within fifteen
business days of returning from a trip or within 60 days of
issuance, whichever is earlier. After completing an Expense Report
if an employee owes money back to the University a check should be submitted
with the receipt packet to Travel Services. 
Travelers should not submit cash with the receipt packet.  Travel Advances left unsubstantiated and
unspent balances not returned within 60 days will be reported as taxable
income to the employee.

Travelers who do not account for earlier
travel advances will not receive an additional advance. Travelers engaging in
back-to-back trips should reconcile all outstanding advance activity before
leaving on a later trip.

NON-ALLOWABLE TRAVEL EXPENSES

Some expenses are the personal responsibility
of the employee and are not reimbursable. The following list is not all-inclusive,
but show examples of such non-reimbursable expense:

• Personal and family expenses

• Gifts and souvenirs

• Valet and room service charges

• Personal medical and dental expenses

•  Personal reading material, recreation, and
  entertainment

• Travel insurance in excess of that already
  provided

• Costs incurred by traveler's failure to cancel
  transportation or hotel reservations

• Commuting between home and work

• Corporate charge card delinquency or late
  charge assessments (there may be an exception if the delinquency assessment
  is not due to the actions of the traveler)

• Haircuts, newspapers, babysitting, shoe shines

• Parking and traffic citations

• Reimbursement or payment for frequent flyer
  benefits and reduced or free flight coupons issued by the airlines

NON-UNIVERSITY
TRAVEL REIMBURSEMENTS

The travel policies and procedures stated in
this document apply fully to individuals who are not University personnel but
receive reimbursement for University-approved travel. Normally, these
individuals are guest lecturers, consultants, or prospective faculty or
staff. The department arranging the travel is responsible for policy
compliance, properly completed forms, and complete documentation of all
expenses.

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