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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Last Reviewed:
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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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- Travelers attending official meetings and conventions/conferences are authorized to stay and to be reimbursed for the official convention/conference lodging rate at the officially designated headquarters hotel of the convention/conference or meeting. However, more moderately priced accommodations must be requested wherever a reasonable alternative is available. Whenever possible, travelers shall take advantage of special lodging rates afforded to state agencies and University faculty and staff by hotels.
- Hotel Accommodations may be booked online using the Concur website or by calling the contracted travel management company (TMC).
- Lodging accommodations should be restricted to standard/first class hotels/motels. Reimbursement for lodging may be only in the amount documented by a receipt of actual lodging expenses from a commercial lodging establishment or an online marketplace company such as Airbnb.
- Reimbursement will not be made for overnight accommodations within 50 45 miles of traveler's official workstation / or place of residence without approval from one of the following: President, Provost, Sr. Vice President, Divisional Vice President or Dean. For SOM campus, the Department Head may authorize/approve exceptions to lodging.
- Reimbursement is for the cost of a single-room accommodation occupied by the business traveler. The lodging dates should coincide with the approved travel request and conference dates.
- Suites and other higher priced accommodations are not authorized to conduct business meetings or overnight stays.
- Personal charges appearing on a hotel bill must be deducted, or itemized and marked as Non-Reimbursable/Personal expense before submitting the charges for reimbursement.
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- Airline or VIP club membership dues or one-day admission fees
- Airline/car rental upgrades
- Airline Seating: Main Cabin Extra, Preferred Seating, Delta Comfort (i.e. Extra Leg Room)
- Air phone usage
- Alcoholic refreshments
- Baby-sitting or childcare costs
- Barbers and hairdressers
- Car repairs/routine maintenance or locksmith charges
- Car washes / oil change
- Clothing or toiletry items
- Credit card delinquency fees/finance charges/annual fees
- Day Travel Meals
- Excess baggage costs related to personal property
- Expenses related to vacation or personal days taken before, during, or after a business trip
- Frequent flyer mile (airline tickets purchased, partially purchased or accommodations and upgrades obtained using frequent flyer miles)
- Helicopter services for local travel/entertainment
- Hotel Suite
- House sitting
- Laundry or cleaning expenses
- Loss or theft of cash advance money or airline tickets
- Loss or theft of personal funds or property
- Lost baggage
- Luggage and briefcases
- Magazines, newspapers, personal reading materials
- Medical expenses while traveling
- Movies
- "No show" for hotel or car service
- Parking Lot Services Like (i.e. White Glove Service or oil change)
- Parking or traffic violations
- Personal accident or property insurance
- Personal entertainment
- Pet care / Boarding
- Prescription (Refills)
- Recreational expenses
- Saunas, massages, spa visits, gym
- Shoe shines
- Souvenirs or personal gifts
- Uber / Lyft Premium Service or Priority Pickup
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