Travel Expense Guidelines (B1)

Travel Expense Guidelines (B1)

SUBJECT:
Travel Expense Guidelines

PURPOSE:
To provide guidelines regarding acceptable levels of travel expenses.

POLICY:
Employees are expected to travel frugally and only charge the University for actual expenses substantiated by receipts. Personal expenses (e.g. personal phone calls, newspapers/magazines, movies, entertainment, toiletries, medications, laundry, dry cleaning, parking/traffic violations, etc.) are not considered to be business expenses. Consistent with Graceland’s core values, alcohol and tobacco will not be covered by University resources. Current guidelines are:

Vehicle Usage:

• University owned vehicles should be used whenever possible/feasible for travel from Lamoni. Facility Services may ask that a personal vehicle be used for transport to an airport/train station if the car will be left in the parking lot for more than five days. This will only be requested during periods when there are other needs for Graceland-owned vehicles. Only one round trip to an airport/train station will be reimbursed if the employee is receiving a ride to and from an airport/train station. Personal vehicle use is reimbursed at the same mileage rate used for University cars, as indicated in the Fees, Rates, and Charges Schedule.

• University vehicle gas cards are to be used for fuel and car maintenance items only.

• Car rentals, when needed, should be for compact or mid-sized cars. The need for larger cars should be considered only in relation to transporting donors or other guests. Vans or other larger vehicles are acceptable when transporting more than 4 people. The extra insurance sold by rental companies should be declined since the University’s liability insurance covers rental vehicles.

• Receipts for taxi/public transportation and parking should be obtained when possible, but they may not be readily available, and therefore, not required for expense reports.

• If a personal vehicle is used, mileage submitted for reimbursement should be the miles used for business purposes.

• A University vehicle may be used for a small, reasonable amount of personal use, normally less than 10% of the total miles.

• Parking or traffic violations received while on University business are personal expenses of the driver, regardless of who owns the vehicle.

• Any employee who is permanently assigned a University vehicle is required to keep a log of miles driven, and whether those miles are for business or personal use. The log information for each month should be submitted to the Human Resource Office by the end of the first week of the following month.

Meal Expense:

• The University does not pay on a per diem basis, but only covers the actual expenses for meals and snacks, as substantiated by receipts. Graceland will reimburse employees for the equivalent of three modest meals per day.

• University vehicle gas cards are not to be used for snack or food items.

• Guest’s meals related to University business will be covered by University budget. Guest meals not related to University business will not be covered and should not be submitted.

Lodging Expense:

• A moderate price for lodging is expected (e.g. Super 8, Best Western, Hampton Inn, Holiday Inn Express, Fairfield Inn, Comfort Inn, Clarion Inn, Sleep Inn & Quality Inn). Staying in the hosting hotel at conventions may be less expensive than a moderately priced hotel after adding the expense of a taxi or rental car.

• An employee utilizing a personal time share while on business travel will be reimbursed at a reasonable hotel/motel rate for the area.

Commercial Air Travel:

• It is typically less costly to travel by air if the trip is further than 300 miles.

• Employees are required to fly as cheaply as possible; book as early as possible in the economy class, and accept layovers if time allows and if doing so is cheaper than a direct flight.

Entertaining:

• Indicate on the expense report who is being entertained and for what purposes. Use moderate costs appropriate to the occasion.

Spousal Travel:

See Policy B4: Spousal Travel to University Sponsored Events.

Authority:

The immediate supervisor must approve all expense reports, and should question and discuss expense levels. Costs vary widely throughout the United States. Reasonable latitude must be accorded. However, if expenses beyond moderate levels are necessary, a vice president or the president must approve a written justification of the expenses. Accounting Services has the authority to question all expenses and all expense levels.

Employee and supervisor must both sign expense reports.

PROCEDURE:

Employees or support persons should seek the most reasonable rates possible on car rentals, motel/hotel accommodations, and air travel, allowing for advanced planning to gain the best price. Purchasing can be done on-line, over the phone, or through a travel agency.