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ROWAN UNIVERSITY POLICY

Title: Travel Policy
Subject: Accounts Payable
Policy No: Fin: 2015:05
Applies: University-Wide
Issuing Authority: President
Responsible Officer: Senior Vice President for Finance and CFO
Adopted: 12/12/2016
Last Revision:

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21 Mar 2024 
Last Reviewed:

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21 Mar 2024 

I.     PURPOSE

This policy sets forth expenses that are reimbursable by the University for transportation, meals, lodging, registration fees, and miscellaneous items while traveling on official University business.

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1. Meals per diem rates for domestic and international travel.
   1. Domestic Travel: GSA Rates link: http://www.gsa.gov/portal/content/104877
   2. International Travel: Department of State Rates link: https://aoprals.state.gov/web920/per_diem.asp
   3. Per Diem allowance is a set amount that varies depending on where and when you travel.
   4. Daily meals and incidentals expenses (M&IE) per diem rate include the allowance for breakfast, lunch, dinner and incidentals.
   5. Incidental expenses are gratuity and tips given to porters, baggage carriers, hotel staff, and staff on ships. Incidental expenses may be listed for reimbursement however, they must fall within the criteria set forth or be specifically approved through submission of an explanation of the circumstances involved. The inclusion of the incidental charges is subject to review for reasonableness and necessity. Tips may be reimbursable if services have been provided for the traveler in addition to those considered normal. Tips should not exceed 15% of the total charges.
   6. The per diem allowance for meals and incidental expenses must correspond to the number of nights while traveling on official University business.
   7. Meals and incidentals are prorated at 75% on the first and last days of travel.
   8. Meals per diem do not require supporting documentation or receipts to substantiate the expense in Concur. If submitting on travel forms attach per diem results. Proof of overnight stay must be provided. Examples include hotel folio or airfare receipt.
2. Actual Meal Expense
   1. Travelers are requested to be reasonable and prudent when submitting actual cost of your meals while travelling on official business.
   2. Expense Reports must include original itemized receipts for the actual cost of each meal (breakfast, lunch & dinner) being requested.
   3. Each receipt will be separated per meal and compared against the meal per diem rate allowance.
      1. You will not be reimbursed for more than the approved per diem rate per meal even with a receipt unless approved by President, Provost, Sr. Vice President, Divisional Vice President or Dean. For SOM campus, the Department Head may authorize/approve receipts in excess of per diem rate.
   4. Missing supporting documentation/receipts will delay processing.
3. Meals included while traveling
   1. If meals are included while conducting University business, you will not be reimbursed for them. A traveler should always take advantage of meals included in the price of a business seminar, conference, etc., or in the price of transportation, and if so indicate on the travel expense report. For details visit: Domestic per diem rates or International per diem rates for your specific region.
   2. Reimbursement is allowed for the full cost of an official convention/conference meal where such a meal is scheduled as an integral part of the convention or conference proceedings.
   3. Any meal included in the registration fee will not be reimbursed separately. No allowance is made for meals served as part of the transportation accommodations when the cost is included in the transportation charge.
   4. Reimbursement or payment is allowed for actual and reasonable expenditures for travel or subsistence and allowable entertainment expenses associated with attending an event in New Jersey if expenditures for travel or subsistence and entertainment expenses are not paid for by the State of New Jersey. For details see https://nj.gov/ethics/statutes/rules/attendance.html.
4. Day Travel
   1. Meals and incidentals are not reimbursable when conducting official University business during the day.

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1. Airline or VIP club membership dues or one-day admission fees
2. Airline/car rental upgrades
3. Any Paid Airline Seating: Paid Seat, Main Cabin Extra, Preferred Seating, Delta Comfort (i.e. Extra Leg Room)
4. Air phone usage
5. Alcoholic refreshments
6. Baby-sitting or childcare costs
7. Barbers and hairdressers
8. Car repairs/routine maintenance or locksmith charges
9. Car washes / oil change
10. Clothing or toiletry items
11. Credit card delinquency fees/finance charges/annual fees
12. Day Travel Meals
13. Excess baggage costs related to personal property
14. Expenses related to vacation or personal days taken before, during, or after a business tripPersonal credits, discounts or credit card points.  
15. Frequent flyer mile (airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
16. Helicopter services for local travel/entertainment
17. Hotel Suite
18. House sitting
19. Laundry or cleaning expenses
20. Loss or theft of cash advance money or airline tickets
21. Loss or theft of personal funds or property
22. Lost baggage
23. Luggage and briefcases
24. Magazines, newspapers, personal reading materials
25. Medical expenses while traveling
26. Movies
27. "No show" for hotel or car service
28. Parking Lot Services Like (White Glove Service or oil change)
29. Parking or traffic violations
30. Personal accident or property insurance
31. Personal entertainment
32. Pet care / Boarding
33. Prescription (Refills)
34. Recreational expenses
35. Saunas, massages, spa visits, gym
36. Shoe shines
37. Souvenirs or personal gifts
38. Uber / Lyft Premium Service or Priority Pickup

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