- Travel Services Home
- Travel Policy 2008
- Per Diem/Subsistance Table
- PeopleSoft Travel Advance Cheat Sheet
- PeopleSoft Cash Advance Cheat Sheet
- PeopleSoft Travel Expense Cheat Sheet
- Car Rental Contracts
- Extensity
- Lost/Missing Receipt Form
- Traveler Profile Form
- Corporate Travel Credit Card Application Form
- International Travel Safety and Security Guide
Travel Policy 2008
The University provides
travel management, planning, booking, expense management and other related
services through Travel Services and
personnel traveling on University business are required to book travel
reservations through this department.
Any use of outside travel vendors for tours, cruises, ground packages
and other specialty travel must also be coordinated through Travel Services.
Purchases, payments, or commitments made in any way other than outlined
in this policy will be the personal responsibility of the individual.
The University
reimburses faculty, staff, authorized students, and approved agents for
legitimate, reasonable, and necessary expenses incurred while conducting approved
University business in accordance with University policy. Authorization for
travel will not be granted and expenses will not be reimbursed unless the travel
is made and reimbursement is claimed according to University policy and
procedures. Under no circumstances shall expenses for personal travel be
charged to, or be temporarily funded by the university unless prior approval is
given.
The University uses PeopleSoft Expense 8.8 for filing a pre-trip approval
document called a Travel Authorization and a post-trip reimbursement document
called an Expense Report. For instructions, training or questions about these documents
or Expense 8.8 contact Travel Services at 5-3393.
The University designates a dean, department chair, associate/ assistant vice president or director as the responsible party to approve, monitor, and provide accountability for travel activities in their respective areas. The on-line approval process of the responsible party indicates approval in advance of any planned travel, availability of sufficient funds to cover projected travel expenses, and compliance with the current University Travel Policy.
All personnel traveling on University business must file a Travel
Authorization for each trip that requires them to be away from home overnight
and/or requires them to use any form of commercial transportation. Travel
Authorizations are not required for same-day travel that does not require any
form of commercial transportation. The travel authorization should be filed at
least 10 days prior to travel whenever possible. Cash advance requests on a
travel authorization will be issued 10 days prior to travel. A department
designated approver must approve the Travel Authorization before the trip
departure.
Normally, travel authorization is on an individual basis. However, students
or other personnel may receive authorization to participate in group travel for
a single activity with University personnel acting as advisor/coordinator.
Examples are athletic teams, music/drama groups, student performing groups or
classes attending mandatory field trips. For group travel approval, the
advisor/coordinator should submit a Travel Authorization describing the nature
of the activity and list the name of each group participant as a note on the
Travel Authorization. (See TRAVEL-PRIVATE AIRCRAFT/CHARTERS/BUSES. Also see
Student Travel Policy.
Upon returning from a trip, all personnel and groups must
submit an approved expense report within 15 business days of their return. In accounting for trip expenses, university
personnel must submit original, itemized receipts for each expense exceeding
$25.00 claimed on the expense report.
TRAVEL EXPENSE REIMBURSEMENT
All personnel traveling on University-approved
business must submit an Expense Report within fifteen (15) business days after
returning from a trip. The traveler is to report actual expenditures and make
an accounting of all financial activities for the trip. All trip expenses
incurred must have an express business purpose. Travelers must not report
personal expenses on this form (see NON-ALLOWABLE TRAVEL EXPENSES). A
department designated approver is required to review and approve expense reports
before any payment can be made.
Travelers must submit original, itemized receipts for each expense exceeding
$25.00 claimed on the Expense Report. Individual expense claims of less than
$25.00 do not require receipts. All required receipts must show date, to whom
paid, the amount and purpose of payment. Corporate charge card slips are not
acceptable since they do not contain the detail required to make an effective
reconciliation. All receipts should be sent to Travel Services in a packet
containing the expense report document number.
Travelers do not need to submit receipts for
meals, if the amount claimed does not exceed the University established
subsistence allowance (see TRAVEL-MEALS AND OTHER EXPENSES)
If original receipts are lost, a traveler must
make a reasonable effort to obtain duplicates. If such efforts fail to produce
duplicate receipts, the traveler must fill out a Lost/Missing Receipt Form from
the Travel Services. The employee’s
supervisor must sign and submit the form with the reimbursement request. Travel Services will evaluate the form for policy
compliance and notify the traveler of its acceptance.
Non-University persons accompanying University
personnel will not receive reimbursement for travel expenses unless the
appropriate vice president authorizes the travel in advance and an express
business purpose is identified on the original travel application
Travelers filing reimbursement requests involving accounting for a
University cash travel advance are responsible for the application of governing
tax laws (see CASH ADVANCES for detail).
Personnel functioning as advisors/coordinators for group travel and having
responsibilities for booking airfare, lodging and other expenses should charge
expenses on a corporate charge card. Upon returning from a group excursion, the
advisor/coordinator must import all travel card transaction into an Expense
Report within 15 calendar days. Receipts and complete documentation for all
charges claimed must be submitted to Travel Services. If meal money has been
advanced to the trip advisor/coordinator and distributed to group participants,
a list of amounts distributed and signature of the recipient must also be
submitted to the travel office with the receipt packet and the total amount
entered under the Group Per Diem category in the Expense Report.
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TRAVEL
Personnel may not accept complimentary travel,
Travel Services must approve and process any donations or
Family, spouse or other persons may accompany personnel
Unrelated University colleagues of the opposite sex should ON ISLAND TRAVEL/LODGING
University personnel attending an extended conference in
Lodging at hotels in the Honolulu area is discouraged due
Personnel REQUIRED to use privately owned
Travelers using personal vehicles to travel to
Prior approvals are needed for special
TRAVEL-PRIVATELY
The University authorizes reimbursement for
Travelers driving privately owned vehicles on
The above reimbursement rates cover all fuel,
The University will reimburse tolls and
Whenever the usage of a personal automobile for
Travelers who use privately owned vehicles on University
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In the event University personnel are involved in an
USE OF UNIVERSITY
In an effort to provide optimum service levels and
University personnel should contact Travel Services as soon as they know
As the main focus of Travel Services is to provide maximum value to
University personnel requesting this type of approval must be cognizant of COMMERCIAL AIR TRAVEL
Air travel accommodations must be tourist,
AIR CARRIER SELECTION CANNOT BE BIASED
Frequent flyer miles earned on travel funded by the University are
Any frequent flyer miles earned while
University personnel qualifying for senior
Travelers must book all air transportation
Travelers, who experience changes in trip plans, missed flights, or other TRAVEL INSURANCE
By adhering to the University Travel Policy, travelers will automatically
TRAVEL-PRIVATE
Normally, the University does not allow travel
Anyone chartering a bus for group travel
The University will reimburse the cost for
The University reimburses the cost of a rented
Whenever a rental car is used as the primary
The University's primary car rental suppliers Benefits of the contracts include the following:
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University personnel should charge all car reservations to
Questions regarding rates, insurance coverage,
Personnel should rent mid-size vehicles under normal
Travelers should refuel the rental car before returning it
Personnel should decline all Collision Damage Waiver (CDW)
WHEN TRAVELING INTERNATIONALLY, TRAVELERS SHOULD
TRAVEL-TAXIS
Taxi and other types of livery or conveyance are
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Following the above guidelines, reasonable charges for
Taxi charges are reimbursable specifically for travel
Personnel traveling for the University away
Subsistence is an all-inclusive allowance
Under normal circumstances, when travel occurs
Under special circumstances when an individual
A subsistence allowance amount covers meals and other
(NOTE: The period of time 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
Destination cities are assigned a certain per diem level. The levels
Unless otherwise specified, the per diem
University travelers have two options in claiming Per
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Full-time personnel traveling for extended periods of time (at least 60
Registration fees for meetings and conferences are reimbursable. The
When claiming registration fees for reimbursement, the traveler must NON-TRAVEL RELATED BUSINESS MEALS AND ENTERTAINMENT
It may be appropriate to include meals or other expenses in the regular
The University considers this type of expense as non-travel related
Department chairs/Directors approving non-travel related business meals
Undocumented reimbursed expenditures are taxable to the participants, and TRAVEL-HOSTING AND ENTERTAINMENT
Occasionally, it may become necessary to host other individuals' meals
TRAVEL-LODGING
Travelers should use standard accommodations in reasonably priced,
Travelers should book hotel reservations through Travel Services whenever
If two employees share the cost of a double room, they should either
Travelers do not receive reimbursement for lodging costs when they stay
In-room movies, mini-bar charges, concierge services and other in-room
Business-related cellular telephone calls and charges are reimbursable
Laundry charges are not normally reimbursable beyond the approved PERSONAL VACATION WHILE IN TRAVEL STATUS
A traveler must indicate any personal vacation time and expense on the
When combining personal vacation with business and traveling through use
Vacation time taken in conjunction with an official business trip should,
Travelers may obtain American Express Travelers Checks at the University's
Travel for such purposes as employment interviews at the University and
Official visitors to campus may receive reimbursement, if authorized, for
University personnel involved in making reimbursement commitments to
The University provides a Visa corporate card to any
The corporate card is paid in full by the University at the end of each
The corporate charge card program at the University is designed to provide
Cardholders should not use the corporate charge card to circumvent the
Whenever possible, personnel should charge lodging, car rentals, meals,
If an employee does not account for corporate card transactions in their
Personnel must surrender their corporate charge cards to Travel Services
If an employee's corporate charge card becomes lost or stolen, the
TRAVEL ADVANCES
The University functions under the Internal Revenue Services
Cash travel advances may be issued for trips or portions of trips not
The corporate charge cards normally eliminate the need for large travel
Travelers may receive advances when necessary and approved by the dean or
Personnel may not use travel advances to purchase air, train, rental car,
Personnel should request cash advances through Peoplesoft Expense. Travel
Students or non-University personnel may not receive cash advances. If a
The University considers a cash advance a personal loan, and the traveler
RETENTION OF TRAVEL DOCUMENTS
All original receipts for an expense report must be submitted Travel
NON-ALLOWABLE TRAVEL EXPENSES
Some expenses are the personal responsibility of the employee and are not
NON-UNIVERSITY TRAVEL REIMBURSEMENTS
The travel policies and procedures stated in this document apply fully to MOVING AND TEMPORARY RELOCATION EXPENSE
Moving expenses for permanent relocation of
Temporary relocation expenses may be
TRAVEL-MEALS
A subsistence allowance amount covers meals
(NOTE: The period of time from 12:01 a.m.
The above times apply to the time zone the actual travel
There is a subsistence amount for each period, or fraction
The breakdown of levels as they relate to
Unless otherwise specified, the per diem
Per diem localities with county definitions
When a military installation or
FOREIGN
The current rate for FOREIGN
Registration fees for meetings and conferences
When claiming registration fees for
NON-TRAVEL
It may be appropriate to include meals or
The University considers this type of expense
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Department chairs/managers approving
Undocumented reimbursed expenditures are
Occasionally, it may become necessary to host
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Travelers should use standard accommodations
Travelers should book hotel reservations
If two employees share the cost of a double
Travelers do not receive reimbursement for
In-room movies, mini-bar charges, concierge
Telephone calls made from an airplane or other
Laundry charges are not normally reimbursable
The University has negotiated exceptional
PERSONAL VACATION
A traveler must indicate any personal vacation
When combining personal vacation with business
Vacation time taken in conjunction with an
To the maximum extent possible, the policies
Travelers may purchase American Express
Travel for such purposes as an employment
Official visitors to campus may receive
University personnel involved in making
The University provides, upon approved
The corporate charge card program at the
Personnel should use their corporate charge
The University uses the card strictly for
Whenever possible, personnel should charge
Any individual participating in a LEAVE
If an employee's corporate charge card becomes
The University functions under the Internal
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Cash travel advances may be issued for trips
The corporate charge cards normally eliminate
Travelers may receive advances when necessary
Personnel may not use travel advances to
Personnel should request travel advances on an
Students or non-University personnel may not
The University considers a travel advance a
Travelers who do not account for earlier NON-ALLOWABLE TRAVEL EXPENSES Some expenses are the personal responsibility
NON-UNIVERSITY
The travel policies and procedures stated in |
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