Travel Policy

ROWAN UNIVERSITY POLICY

Title: Travel Policy
Subject: Accounts Payable
Policy No: Fin: 2015:06
Applies: University-Wide
Issuing Authority: President
Responsible Officer: Senior Vice President for Finance and CFO
Adopted: 12/12/2016
Last Revision: 10/29/17 
Last Reviewed: 10/29/2017

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.

II. ACCOUNTABILITY

Under the direction of the President, the Senior Vice President for Finance and CFO shall implement this policy and Vice Presidents, Deans, Department Managers and Supervisors shall ensure compliance with this policy.

III. APPLICABILITY

This policy applies to all administrative employees, faculty, staff, and others authorized to travel on behalf of Rowan University. Students traveling as official representatives of the University travel by sanctioned student organizations will be subject to the same policies and procedures as other University travelers.

IV. REFERENCES

1. State of New Jersey Uniform Ethics Code

V.  POLICY

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 requests 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. 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.
   3. Exceptions to the travel request may be granted for those situations specifically authorized by the President or Divisional Vice President.
   4. Travel Requests must be approved 4 weeks prior to departure except for those situations specifically authorized by the President or Divisional Vice Presidents.
   5. A Travel Request form should be submitted for each trip and employee.
   6. 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 Pre-Payment Form once an approved travel encumbrance number has been assigned. The University does not prepay for hotels except for special circumstances, such as 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 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. 
    
    

VI. ATTACHMENTS

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

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 outside of the continental United States.
     
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.

Attachment 2 

Individual Responsibilities and Procedures

A. Travel Request

B. Travel Expense Reimbursement:

Attachment 3 
Modes of Transportation

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 Vehicle

1. 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 Mileage Log or Travel Expense Form. 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 4.
   6. All mileage reimbursement must be submitted within 45 calendar days after travel was completed. Failure to observe this deadline could lead to denial of reimbursement. 

4. Automobile Rental

1. 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

Attachment 4

Approval Responsibilities

1. The Senior Vice President for Finance and CFO is responsible for approving travel requests of the members of the Board of Trustees and the President. The President or his designee is responsible for approving travel requests of those reporting directly to the President.
2. The Provost is responsible for approving travel requests from the Deans and other direct reports.
3. The Senior Vice President for Health Sciences is responsible for approving travel requests from the Deans of CMSRU, SOM, and other direct reports.
4. Each Vice President is responsible for approving travel requests for their direct reports.
5. The Deans and Vice Presidents are responsible for approving travel requests, including any exceptions to the maximum daily travel expenditure limit for meals and lodging expenses, from Department Chairpersons and/or Directors reporting to them.
6. The Department Chairpersons and Directors are responsible for approving the following prior to travel:
   1. overnight stays;
   2. patient-escorted outings; and
   3. cash advances to those who qualify.
7. The Director of Risk Management and Insurance is responsible for reporting accidents involving Rowan University owned vehicles to the Bureau of Security Responsibility of the Division of Motor Vehicles.
8. The Department Head/Unit Administrator is responsible for:
   1. approving travel requests via the Travel Request Form;
   2. approving Travel Expense form at the end of a trip; and
   3. ensuring that these forms are properly completed within 10 business days.
9. In addition to satisfying the obligations of a Department Head/Unit Administrator, the Director of the Office of Sponsored Programs is responsible for approving any expense where reimbursement for travel will be sought from a sponsored program in order to establish that all anticipated travel costs will be allowable for reimbursement in accordance with the terms of the sponsored program.
10. The traveler is responsible for completing the appropriate forms and obtaining necessary approval signatures prior to travel and within 10 days after return.
11. The Business Manager/Fiscal Representative is responsible for:
    1. reviewing funds availability for travel upon receipt of a Travel Request Form;
    2. verifying and approving Travel Expense form as approved by the Unit Administrator/ Department Head. This may be the same person;
    3. ensuring the Travel Expense form conform to existing policies and are appropriately funded before forwarding the original forms to Accounts Payable; and
    4. limiting travel expenditures based on budgetary restrictions.
12. The Accounts Payable Department is responsible for:
    1. matching final Travel Expense Report to Travel Request Form;
    2. issuing reimbursement within 10 business days of correctly completed Travel Expense Report.
13. Internal Audit may conduct audits at any time to evaluate whether management is fulfilling their oversight responsibilities.
14. The Senior Vice President for Finance shall be responsible for the implementation of this policy.
15. It is the responsibility of all parties to report any suspected instances of fraudulent submission of expense reports or serious violations of this policy to the appropriate Senior Vice President.

   
Attachment 5
Per Diem Rates and Lodging

Per Diem Rates

1. The following guidelines should be used in determining when the cost of a meal is reimbursable.    
   
   
2. Domestic Travel: GSA Rates Apply
   1. Traveler: Log onto the GSA Site for Rates (http://www.gsa.gov/portal/content/104877), print and submit with request and expense voucher.
   2. Documents submitted without this information, will be returned unprocessed.               
   
   
3. International Travel: Department of State Rates Apply
1. Traveler: Log onto the DOS Site for Rates (https://aoprals.state.gov/web920/per_diem.asp ), print and submit with request and expense voucher.  
2. Documents submitted without this information, will be returned unprocessed.               
4. The per diem allowance for meals and incidental expenses must correspond to the number of nights in a hotel. In addition, meals and incidentals are prorated on the first and last days of travel calculated at 75% of the listed amount. For details visit: http://www.gsa.gov/portal/content/101518  for your specific region. Please note, if meals are included as part of the registration, you will not be reimbursed for them. 
5. Receipts may be submitted for actual cost. However, the University will use the approved per diem rates if no receipts are submitted. You will not be reimbursed for more than the approved per diem rate per meal even with a receipt unless approved by a Sr. Vice President or Provost.
6. Reimbursement is allowed for the full cost of an official convention meal where such a meal is scheduled as an integral part of the convention or conference proceedings. 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.  
7. 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. 

Lodging:

The following guidelines should be used in determining when the cost of lodging is reimbursable.

1. Travelers attending official meetings and conventions are authorized to stay and to be reimbursed for the official convention lodging rate at the officially designated headquarters hotel of the convention or meeting. However, more moderately priced accommodations must be requested wherever a reasonable alternative choice is available. Whenever possible, travelers shall take advantage of special lodging rates afforded to state agencies and University faculty and staff by hotels. 
2. 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. 
3. Reimbursement will not be made for overnight accommodations within 50 miles of traveler's official workstation / or place of residence without approval from President or designee. 
4. Personal charges appearing on a hotel bill should be deducted before submitting the charges for reimbursement.

Attachment 6
Non-Reimbursable Travel Expenses

Generally, non-reimbursable expenses include items on the following listing, however a Sr. Vice President or Provost may approve payment for certain expenses in special circumstances:

1. Airline or VIP club membership dues or one-day admission fees
2. Airline/car rental upgrades
3. Airline Seating: Main Cabin Extra, Preferred Seating
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. Clothing or toiletry items
10. Credit card delinquency fees/finance charges/annual fees
11. Day Travel Meals
12. Early Bird Check In
13. Excess baggage costs related to personal property
14. Expenses related to vacation or personal days taken before, during, or after a business trip
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. Laundry or cleaning expenses
18. Loss or theft of cash advance money or airline tickets
19. Loss or theft of personal funds or property
20. Lost baggage
21. Luggage and briefcases
22. Magazines, newspapers, personal reading materials
23. Medical expenses while traveling
24. Movies
25. Optional travel or baggage insurance
26. "No show" for hotel or car service
27. Parking or traffic violations
28. Personal accident or property insurance
29. Personal entertainment
30. Pet care / Boarding
31. Recreational expenses
32. Saunas, massages, spa visits
33. Shoe shines
34. Souvenirs or personal gifts
35. Trip cancellation insurance

Attachment 7

Mileage Scenarios

The following are a few examples of common scenarios used when calculating mileage reimbursement: 

Scenario 1: Home to Offsite to Home 
Employee generally drives 20 miles to and from their usual work site. The normal round trip commute of 40 miles. Today, however, the employee needs to drive from their home to attend an all-day offsite training session. After the training session, they return to their home. As a result, today the employee drives 65 miles - from home, to the training, and then back home.
Answer: The employee can request mileage reimbursement for 25 miles today. This represents the number of miles driven in excess of the usual round trip commute (65 - 40 = 25). 

Scenario 2: Home to Offsite to Normal Worksite to Home 
Employee generally drives 10 miles to and from their usual work site. The normal round trip commute of 20 miles. Today, however, the employee needs to drive from their home to attend an offsite early morning meeting. After the meeting, the employee continues to their normal worksite where they complete the work day, and then drive home. As a result, today the employee drives 50 miles - from home, to the meeting, to normal worksite, and then back home.
Answer: The employee can request mileage reimbursement for 30 miles today. This represents the number of miles driven in excess of the usual round trip commute (50 - 20 = 30). 

Scenario 3: Normal Worksite to Offsite return to Normal Worksite 
Employee leaves their normal worksite to conduct university business at various locations. The employee then returns to their normal worksite. Employee needs to keep track of the total miles driven while conducting university business. 
Answer: The employee will be reimbursed for the total miles driven. 

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.

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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