UNIVERSITY OF SOUTHERN MAINE / BUSINESS SERVICES

TRAVEL AND EXPENSE GUIDELINES/POLICY

 

USM employees from time to time are required to travel on University business. Reimbursement for such official travel is made for expenses actually incurred, however, it is the traveler's responsibility to document such expenditures in accordance with the following procedures. Employees are expected to minimize travel-related expenses by making selections that result in the least expense to the University, providing this does not result in ineffective use of the employee's working time or excessive inconvenience. By minimizing travel costs for the University, employees can help to ensure that University funds are used effectively, and provide additional travel funds for others.

These policies represent the normal business approach that should be taken by individual employees when they incur travel-related expenses. Employees should take advantage of any significant savings opportunities that may not be explicitly spelled out by these policies. If federal funds are used for travel and federal requirements are more restrictive than the University's, the federal requirements will control.

APL Section IV-B requires that an individual must have the approval of their supervisor or other appropriate approving authority (e.g., project director on a grant) for all travel. For out-of-state trips, this approval must be written. Approval may be by means of the Travel/Advance Form or some other written appropriate mechanism. The TRAVEL ADVANCE REQUEST/APPROVAL Form is available in MS Excel format or pdf format. This documentation should be retained/filed by the department via their appointed Purchasing Card Coordinator (please do not forward to Business Services). The above written authorization process is not necessary for employees who travel frequently and the travel is of a routine nature.

GUIDELINES

A. AIR TRAVEL

Employees are urged to review APL Section IV-B prior to making any air travel arrangements. Effective July 17, 2006, direct online booking to airlines, Travelocity, Expedia, Orbitz and other travel agencies via USM Purchasing Cards will be the recommended method of purchasing travel services.

B. USE OF PURCHASING CARDS

As a reminder, P- Cards should only be used to purchase tickets for University employees and/or for individuals that are traveling on behalf of the University. It may not be used to purchase tickets for family members accompanying University business travelers. Because this is a personal expense, such a purchase is considered misuse of the card.

C. TRAVEL ADVANCES

University travelers should document transactions with a P-card whenever possible. The use of purchasing cards for airfare, meals, hotels and car rentals will, in most cases, eliminate the need for a travel advance. Charges for official business will be reimbursed to the employee via the Travel Expense Voucher (created using Excel).

When necessary, travel advances up to a $500 maximum are available for any domestic trip and $1000 maximum for international travel. Exceptions must be specifically authorized by the appropriate Vice President. Click here for more information regarding Travel Advances. Vouchers covering travel expenses should be completed and submitted to the approving authority within 5 days upon returning from a trip if a travel advance was issued to the traveler.

A check Payable to USM must be attached to the Travel Expense Voucher for any unused portion of a travel advance.

D. MEALS

Reimbursement for meals while traveling can be made in two ways:

Actual cost

Travelers can submit itemized receipts from your meals and be reimbursed for their cost. Restaurant tear slips are not considered valid receipts. Actual meal costs are expected to be reasonable and for the traveler only. Per APL Section IV-B, meals should not exceed $48 per day. With approval of Business Services, an exception to this daily limit must be made in advance for travel in high cost localities (i.e., Manhattan, New York City, Washington D.C.). For more information, please click here. Directly billed, including procurement card, expenses must also comply with the above daily limit.Please read APL Section IV-B for details. When more than one University employee is present, each should pay for his/her own meal. If impractical, all names of other employees should be noted on the appropriate Travel Expense Voucher. Meal costs for non-employees, if included on the TEV form, must be fully explained (names, affiliations, purpose).

All actual cost reimbursements require an itemized receipt. If, however, a receipt is not issued or is lost, you may use the Lost/Missing Receipt Form accompanied by proof of payment (e.g. a credit statement, cancelled check, etc.). The university expects that a good faith effort will be made by travelers to collect and retain all receipts. A traveler should avoid using Lost/Missing Receipt Form unless absolutely necessary.

Per diem in lieu of receipts for meals

Travelers can be reimbursed for the current Federal Standard CONUS (Continental United States) Per Diem Rate of $39, effective 01/01/06 for Meals. If the traveler selects this option, he/she must use this option for the entire trip (i.e., traveler will not be reimbursed for any specific meal in which a receipt is presented) Click APL Section IV-B for additional information about Per Diem. Click Standard Continental US Per Diem Rate to view the current rate.

E: LODGING

1. University travelers will be expected to use the lowest cost lodging appropriate to their travel.

2. Original lodging bills must be itemized by day and attached to the Travel Expense Voucher (created using MS Excel).

3. Meals, tips, room service, parking, laundry, and local telephone calls may be charged on the lodging bills, but must be separately reported on the TRAVEL EXPENSE VOUCHER and itemized by day. Employees, where possible, should use their personal or university calling card for business related toll calls.

D. GROUND TRANSPORTATION

Hotel courtesy cars and airport buses to central cities should be used, if they are available, and meet the traveler's need. Sharing of taxis and limousines is encouraged where possible. Cars should be rented based upon a demonstrated need (i.e., no public transportation is available, visiting several locations is required, etc.)

 

Use of University Cars: University-provided pool cars should be used, when available, in traveling locally on University business. They may also be used for long distance travel with approval of the appropriate authority.

Use of Personal Cars: When a traveler elects to use a personal car in lieu of air transportation, expenses will be reimbursed only to the extent that they do not exceed the cost of economy air fare. Effective 01/01/06, automobile travel in personal vehicles is being reimbursed at $.36 per mile. Additional information about the use of personal cars can be found in APL Section IV-B.

Car Rentals: Travelers are responsible for ensuring that they are getting the lowest possible rates. Additional information about the use of rental cars can be found in APL Section IV-B.

E: OTHER EXPENSES

All other travel expenses must be backed up by original receipts per APL Section IV-B. Other expenses incurred while on a trip should be detailed and receipts provided to the extent possible. These expenses can include tips, telephone calls and fax charges. Examples of personal expenses that will not be reimbursed include in-room movies, theatre or sporting event tickets and alcohol.

F. ADDITIONAL INFORMATION/REMINDERS

Reimbursements will not be made for alcoholic beverages.

Employees will not be reimbursed for any fines incurred when using rental, personal or University cars.

Tips should not exceed 15% (rounded up to the next dollar) of the cost of any meal.

Reimbursement for repetitive travel may be submitted to Accounts Payable on a monthly basis rather than by individual trip. Again, please attach receipts.

In all cases, if the traveler elects the per diem method for meals, per diem allowances should also be adjusted for partial days of travel while not on university business.

Vouchers covering travel expenses should be completed and submitted to Accounts Payable within 5 days upon returning from a trip if a travel advance was issued to the traveler. If there was no travel advance, a traveler is expected to submit reimbursement requests within 30 days.

Related Information:


Comments? Web Survey

Created June 14, 1999 // Last Modified July 13, 2006

[BusHome] Business Services Home Page