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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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 07/01/

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Last Reviewed:

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 07/01/

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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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1. General Requirements:
   1. Rowan University will reimburse employees, students and prospective employees and other qualified vendors, for all reasonable travel expenses, as defined in this policy. Request for Travel must be authorized in advance by the traveler's supervisor. Employees must be authorized to commit the University's funds, and are subject to disciplinary action up to and including the termination of employment if proper authorization is not obtained.
   2. The procedures apply to all travel expenses for which reimbursement from the University is requested; however, where reimbursement for travel is from a sponsored program, the travel request form must also receive prior approval from the Office of Sponsored Programs in order to establish that all anticipated travel costs will be allowable for reimbursement in accordance with the terms of the sponsored program.
   3. Compliance with this policy and these procedures is the responsibility of the employees, students and prospective employees and other qualified vendors traveling or authorizing another to travel on University business. And, if applicable, the policy of their particular program, school, department, or division.
   4. Employees traveling on official University business are expected to exercise care when planning travel and incurring expenses, considering that they are spending public funds and the use of public funds on behalf of the University is a matter of public trust. Travel arrangements should be planned in the best interests of the University to minimize travel expenses. Only the actual and necessary expenses incidental to the performance of official duties shall be reimbursed. Appropriate original receipts must be submitted for reimbursement of any individual item of travel expenditure over $25. The University will reimburse approved expenses for transportation, meals, lodging, registration fees, and miscellaneous items while traveling on official University business. Reimbursements to employees will be made via direct deposit.
   5. For situations that are not specifically authorized by this policy or are special requests for exceptions to this policy, require advanced approval of the Senior Vice President and CFO, Provost, or appropriate Divisional Vice President in advance. Such exceptions should be kept to a minimum.
   6. Any traveler who deliberately falsifies a Travel Expense Form is subject to disciplinary action including termination of employment, personal liability for reimbursement (including withholding from other payments due to the person), and possible filing of civil or criminal charges.
   7. Travel Expense form must be submitted within 10 business days after travel was completed. Extended delay in submitting a Travel Expense Form could lead to a denial of reimbursement.
2. Advanced Approval to Travel
   1. The President, Executive Vice President, Provost, Senior Vice Presidents, Deans or their designees, will approve travel on official University business in advance. Approved Travel Requests (Domestic / International) along with Request for Approval for Attendance at Events form will be forwarded to the following departments: Ethics officer as per N.J.A.C. 19:61-6.1(c), Office of Sponsored Programs if grant related and Accounts Payable to ensure compliance with University policies.
   2. Rowan employees and students planning an international trip must follow the university's International Travel Guidelines before making plans. The following policy and guidelines aim to ensure the safety and security of Rowan employees and students who engage in Rowan affiliated international travel.   Please review the steps provided by the International Center. https://sites.rowan.edu/international/international-travel/index.html
   3. Request for Approval for Attendance at Events for non-university funded travel:
      1. Employees must receive prior approval from their supervisor and Ethics Liaison Officer (ELO) before attending events to which they are invited in their official capacity that takes place away from the work location and are sponsored or co-sponsored by a non-State government source.
      2. Pursuant to N.J.A.C. 19:61-6.8, approval from the supervisor and Ethics Liaison Officer is required to attend such events by completing the "Request for Approval for Attendance at Events" form four (4) weeks in advance.
      3. The ELO will review the form to determine whether the outside activities are permissible in accordance with the Conflicts of Interest Law, the Uniform Ethics Code and other applicable agency supplemental code or authority.
      4. There are situations where employees are notified of attendance obligations at the last minute, or have simply neglected to file the required form. Even if the form is not completed, employees should be aware of the protective nature of the attendance form and that if they attend an event that has not been approved and accept benefits at that event that are not permitted, that they will be required to reimburse the event sponsor and may be subject to an ethics violations.
   4. Exceptions to the travel request may be granted for those situations specifically authorized by the President or Divisional Vice President.
   5. Travel Requests (Domestic/International) must be approved 4 weeks prior to departure except for those situations specifically authorized by the President or Divisional Vice Presidents.
   6. A Travel Request (Domestic / International) form should be submitted for each overnight trip and employee.
   7. Travel related to student teaching and day trips (registration, mileage and tolls only) do not require the submission of a travel request form.
3. Prepayment of Travel Expenses
   1. Prepayment of travel expenses, such as conference, registration and airline tickets, should be submitted on a Travel Prepayment Form once an approved travel encumbrance number has been assigned. The University does not prepay for hotels except for Team or Group Travel.
   2. Requests for cash advances for general travel will not be approved. In certain circumstances, the appropriate Divisional Vice President, Senior Vice President or President may approve advances to cover special circumstances, such as meals for Team and Group travel. The Accounts Payable department will process the request after required documents have been approved.
   3. If a cash advance was obtained, the traveler should return any unused funds to the University within 3 business days after travel was completed. Failure to properly account for actual expenses within the time period may disqualify the person from receiving any advances thereafter.
4. New Jersey Sales Tax
   
   1. Rowan University is exempt from New Jersey Sales Tax. The Sales Tax Exemption certificate is to be used only for University business. Misuse of this form for personal business is in violation of the laws of the State of New Jersey.
      
      1. Sales tax included in all meals is reimbursable as long as the total cost does not exceed the daily per diem rate.
      2. Sales tax for lodging in the state of New Jersey is not reimbursable.
      3. Sales tax included in all out of state lodging, airfare and all automobile rentals is reimbursable.
5. Authorized Transportation Modes
   1. The method of transportation used by individuals will be the most practical and economical, with due consideration given to the time involved, extra meals, lodging costs and the mission to be accomplished. First Class, Business Class or Travel on Acela trains is not permitted except under special circumstances that must be approved in advance by the Sr. Vice Presidents or Provost.
6. Per Diem Rates and Lodging
   1. The University applies GSA Rates for domestic travel and Department of State Rates for International travel. The guidelines are included in Attachment 5.
7. Miscellaneous Expenses
   1. Charges for telephone calls on official business are allowed. Long distance calls must be itemized in the "other" section on the Travel Expense Form indicating the date and cost of the call. One personal telephone call of moderate duration, not to exceed 15 minutes, to immediate family for each out of town travel day is reimbursable.
   2. Reasonable Internet charges are reimbursable if required for University Business.
   3. Registration fees required for attendance at conventions, conferences, and official meetings are allowable expenses.
   4. Charges and/or tips for handling, storage, and checking baggage at stations are allowable expenses.
   5. Certain miscellaneous expenses are non-reimbursable except with prior approval. University policy considers these expenses to be either personal, unnecessary or avoidable expenses incurred during travel. As a result, there may be tax consequences to the travelers if reimbursed.
   6. If your Travel Expense Report exceeds the amount of the original request by more than $50, you must submit a letter explaining the difference and have the appropriate approver sign.
   7. The Office of Management and Budget Circular (No.: 06-14-OMB III.E) states, "entertainment expenditures related to State employees are allowable only to the extent that such employees are essential to the conduct of the activity, event or function".
8. Non-Reimbursable Travel Expenses
   1. Non-reimbursable expenses are included in Attachment 6. Note, a Sr. Vice President or Provost may approve payment for certain expenses in special circumstances.
9. Candidate Travel
   1. Prospective employees, who are authorized to receive travel reimbursement, shall submit a fully completed Day Travel Expense Form. Original receipts that substantiate the expenditures for which reimbursement is requested must be attached. The Dean and/or Provost/Divisional Vice President are responsible for the review and approval. Upon completion all approved documents and original itemized receipts must be forwarded to the Accounts Payable Office for reimbursement. For additional requirements please contact the department conducting the search.
10. This policy does not apply to private funds donated to the Rowan University Foundation or other separately incorporated affiliates of the University.

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1. Attachment 1 – Definitions
2. Attachment 2 – Individual Responsibilities and Procedures
3. Attachment 3 – Modes of Transportation
4. Attachment 4 – Approval Responsibilities
5. Attachment 5 – Per Diem Rates and Lodging
6. Attachment 6 – Non-Reimbursable Travel Expenses
7. Attachment 7 – Mileage Scenarios

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Attachment 1

Definitions

1. Conventions and Conferences – A convention or conference is defined as a formal scheduled meeting of a recognized organization in which the University or Department maintains a membership, has an active area of interest or is necessary to the conduct of business of the unit or the mission of the University.   
2. Staff Training and Development Seminars, Continuing Education – Includes all regularly scheduled training and development functions.
3. Official University Business – Includes all business travel, including attendance at meetings and gatherings, other than "Conventions and Conferences" or "Staff Training and Development Seminars, Continuing Education," that has been approved by the appropriate authority. Board of Trustees meetings and board committee attendance are included in this category.
4. International Travel – Official University business in, to, or from a destination that is NOT in the United States (including its territories and possessions).    
5. Unit Administrator/Department Head – Faculty or staff member with fiscal and administrative responsibility for the unit or department.  
6. Personal Expense – An expense for personal items such as clothing, luggage, toiletries, newspapers, magazines, movies, or other entertainment.
7. Proof of payment – May take many forms, for example (e.g., cash register receipt, copy of an order form, web receipt, email confirmation and cancelled check).
8. Receipts – An original itemized receipt must be submitted for any expenditure of $25 or more. A receipt must identify:
   1. The date of purchase
   2. The vendor name
   3. Itemized list and unit price of the purchased items
   4. Sales tax
   5. The total amount paid
9. Traveler – All faculty and staff members, students, house staff (residents and postdoctoral fellows), members of the Board of Trustees, volunteer faculty and other volunteers.

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A. Domestic Travel Request

B. International Travel Request

C. Travel Expense Reimbursement:

Attachment 3 
Modes of Transportation

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1. Commercial Air and Train Travel
   1. The method of transportation used by individuals will be the most practical and economical, with due consideration given to the time involved, extra meals, lodging costs and the mission to be accomplished. Reimbursement for commercial air and train travel shall be limited to the lowest available fare with a reasonable amount of advance planning. Reservations should be made sufficiently in advance to obtain the lowest or most reasonable fare.
      1. Airfares, Business class, First class and Premium economy class travel is reimbursable only with advance written approval from the President, Provost and Senior Vice President for Finance and when the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours.
      2. Upgrades, as described above, are only allowed for non-group travel
      3. Reimbursement may exceed the lowest fare only if seats are unavailable at the lowest fare or if travel at a higher fare will result in a material cost savings to the University or material time savings to the traveler, as approved in advance. A documented medical condition will be considered for an exception to these rules.
      4. Expenses for necessary additional days may be requested if the total costs of the reduced fare plus the additional days' expenses are less than the lowest available fare would have been without the additional days of travel. An explanation for the cost savings to the University must be clearly noted on the Travel Expense Form.
      5. Travel on Acela trains is not permitted except under special circumstances that must be approved in advance by the Sr. Vice President or Provost.
   2. Taxicabs and Shuttle Service
      1. Charges for taxi, Uber, Lyft and airline shuttle service, including tips at a reasonable market rate of the charge, are reimbursable when other modes of travel are not available or practical.
         1. Unless properly justified, claims for taxi or shuttle service should be limited to the rate for the regularly scheduled airport or shuttle service.
   3. Privately Owned Vehicles
      1. Employees may use their private vehicles for official University business. Mileage reimbursement will be made at the prevailing IRS business rate. If a personal automobile is used for business purposes, individuals will be reimbursed for miles incurred in excess of daily commute. The personal mileage reimbursement covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and gas. Travel between campuses and offsite locations must be authorized in advance by the traveler's supervisor. The supervisor should evaluate what mode of transportation and reimbursement is appropriate given the nature of the assignment. Transportation and reimbursement options are subject to the budget availability of the department, and the optimal time and budgetary trade-off for transportation services.
         1. Employees are required to submit driving directions from Google Maps, MapQuest or similar websites when submitting each Day Travel or using Google Maps which provides a Google Mileage Summary. This one page summary condenses all the necessary information to comply with this policy.  The Google Mileage Summary should be the supporting documentation for each Day Travel Expense Form, Domestic / International Travel Request Form, and Travel Expense Form. Mileage should   Also, the Google Mileage Summary is the ONLY supporting documentation accepted by Accounts Payable.  Mileage should always be calculated using the route of shortest distance.
         2. Reimbursement for travel outside of the State shall be permitted when such arrangements prove to be more efficient and economical than other forms of public transportation.
         3. Travel assignments, where such assignments are on a regularly recurring basis, and it is inappropriate to designate the faculty or staff member's home as the official work station, reimbursement shall be on the basis of total travel cost from home to the temporary work station or from the official work station to the temporary work station, whichever is less.
         4. In certain cases, where faculty or staff members normally work on field assignments, but do have regular or periodic requirements to report to an official work station, it may be appropriate to designate the faculty or staff member's home as an alternate official work station for all travel except to the primary official station. In such instances, the faculty or staff member will be reimbursed on the basis of total travel cost from home, except that travel from home to the primary official work station shall not be reimbursable.
         5. Travel on weekends or holidays to a temporary official work station is reimbursable from the faculty or staff member's home. For the most common scenarios, see attachment number 47.
         6. All mileage reimbursement reimbursements must be submitted within 45 calendar days after travel was completed. Failure to observe this deadline could lead to denial of reimbursement. 
         7. A standard of miles has been created for the driving distance between the three University campuses.  This eliminates the need to provide a Google Mileage Summary as these locations have been predetermined.  For a list of the new standard of miles between campuses please see Attachment 7.
   4. Automobile Rental
      1. Automobile rentals may be permitted under extenuating circumstances where commercial transportation facilities are not available or their use is impractical. A letter of justification signed by the President, Provost, Senior Vice President, or Dean is necessary prior to travel, and the letter must be attached to the travel request. The Justification letter should include a reason for the rental and the expected savings, especially if the rental vehicle is less expensive than other modes of transportation or when there is no other means of transportation available. If the anticipated use of a rental will be sufficiently long enough to justify a weekly rate over a daily rate, then a weekly rate should be booked.
         1. Travelers must select the least expensive car available, with only the features necessary to perform one's duties adequately. Inquiries should be made of automobile rental agencies as to whether they offer discounts to state agencies or University employees.
         2. The University's designated vehicle rental agency should be used whenever possible.
         3. Travelers should rent vehicles in the University's name with the authorized traveler as the named driver. Under no conditions should the authorized traveler allow another person to operate their rental vehicle.
         4. Travelers should not purchase a collision damage waiver (CDW) from the rental agency if the rental is in the U.S or Canada; coverage should only be purchased for international rentals.
      2. For more information on vehicle rental services contact the Office of Contracting & Procurement.

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Scenario 4: Normal Worksite to Offsite to Home 
Employee generally drives 15 miles to and from their usual worksite. The normal round trip commute of 30 miles. Today, however, the employee needs to drive from their normal worksite to an offsite meeting. After the meeting, they drive home. As a result, today the employee drives 40 miles - from normal worksite, to the meeting, and then back home. 
Answer: The employee can request reimbursement for 25 miles today. This represents the number of miles driven in excess of their usual round trip commute (40 - 15 = 25). In this case, only subtract one-half the employee's normal daily roundtrip commute from the total.

Scenario 5: Miles between University Campuses

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Please note - To Please note - To avoid delays in reimbursement, always include directions from Google Maps , MapQuest or similar websites so that mileage calculations can be verified . Also, mileage should always be calculated using the route of shortest distance. 

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using the shortest route.  The Google Mileage Summary provided by Google Maps is the ONLY supporting document accepted by Accounts Payable. To remain in compliance, always submit the Google Mileage Summary with the following forms: Day Travel Expense, Domestic / International Travel Request and Travel Expense.