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Part 5. Financial Services
Section III. Moving/Recuitment/Travel/Official Social Function Guidelines
C. Travel Regulations (Updated 4-06)
The following travel regulations apply to all persons on official travel for Idaho State University and to all funds administered by the University, including appropriated, grants and contracts, athletic, ASISU, and other non-appropriated funds.
a. Travel for official University purposes must be authorized in advance by the President or the President's designee.
(1) Authority to approve travel within the United States is delegated to the employee's college dean or equivalent administrator.
(2) Travel outside the United States requires prior approval of the President or the President's designee.
b. The State Board of Education has authorized reimbursement of travel expenses for the following individuals to attend State Board Meetings:
(1) the President
(2) the Vice President for Academic Affairs
(3) the Financial Vice President
(4) one representative of the faculty
(5) the ASISU President.
Reimbursement of expenses of other ISU personnel to attend board meetings must be authorized in advance of the meeting by the President of the University.
c. To initiate approval of travel involving travel funds, an Employee Travel Authorization form must be completed by the traveler and received by the Accounts Payable Office before the trip is taken. Employee Travel Authorization forms are available from the Accounts Payable Office.
Upon completion of the Employee Travel Authorization, including approval by the appropriate administrators, the original copy is forwarded to the Accounts Payable Office for processing. The traveler's Social Security Number must be included on the authorization to ensure proper handling.
d. Authorization for travel not requiring University travel funds may be granted at the departmental level and documented by filing a memorandum in the departmental office. This provision applies to all travel by ISU employees related to their official duties. Approval in such instances is in the employee's interest, as it can be used in case of accident to verify that he/she was in fact traveling on ISU business and is therefore covered by ISU liability insurance and industrial-accident insurance.
It should be noted that employees traveling during regular duty hours, but who are not on approved ISU business, are not covered by ISU liability insurance or industrial-accident insurance.
a. Travel advances are a privilege extended by the University to its employees. If the estimated cost of an approved trip exceeds $100, the Accounts Payable Office will, upon request, provide the employee with an advance in accordance with the following schedule:
(1) Airfare - 100%
(2) Registration fees - 100%
(3) All other allowable costs - 90%
With prior approval by Financial Services, advances may be given for amounts less than $100 if the lack of such funds would result in a demonstrated hardship to the employee. Travel advances are available to full-time employees only.
b. To accommodate timely processing, the Accounts Payable Office must be notified at least three (3) days before a travel advance is needed. Advances will not be released more than thirty (30) days prior to the date of travel, except for the advanced payment of discount airfares or registration fees. At the time of release, the employee is required to sign an Employee Travel Advance Authorization.
c. Within ten (10) working days of return from a trip, the traveler will submit the necessary documentation and receipts to support the travel advance, using the Travel Reimbursement Request form (available on the Financial Services website). Reimbursement is limited to allowable expenses. If the travel advance exceeds the allowable reimbursement amount, the traveler will be billed for the excess. Payment should be submitted to the Cashier's Office within 10 working days of the billing date. If allowable travel expenses exceed the travel advance, the traveler will be reimbursed for the difference.
d. Reconciliation and timely repayment of travel advance funds to the University is the responsibility of the traveler. Delinquent travelers will be notified and given ten days to respond. If not repaid in a timely manner, the University may exercise its option to recover the advance through payroll deduction, as authorized by the traveler when signing the Travel Advance Authorization. Frequent payroll deductions to clear advances may result in the loss of the traveler's eligibility to receive additional advances.
e. Additional travel advances will not be approved if the employee has an outstanding advance in delinquent status.
f. Once a travel advance is requested, failure to notify accounts payable if it is no longer needed may result in denial of future advances.
4. Reimbursement of Travel Expenses
a. The traveler must complete the Travel Reimbursement Request form for reimbursement of allowable expenses. Original supporting receipts must be attached to the form (to avoid the possibility of lost receipts, they should be stapled to the form). Copies of all receipts should be kept in the department.
Receipts are required for all travel expenditures except for (a) mileage for use of personal vehicles, (b) meal expenses, and (c) certain miscellaneous expenses (see 5.d). Expenses claimed without required supporting receipts will be deducted from the travel reimbursement amount or the reimbursement request will be returned to the traveler.
b. The completed Travel Reimbursement Request form, along with supporting documentation should be submitted to the Accounts Payable Office (STOP 8219) for processing. Processing time is approximately fifteen (15) working days from the date of receipt of a valid and accurate claim.
c. Unusual circumstances that could affect processing of
a Travel Reimbursement Request should be discussed with the Controller's Office
prior to travel, or before submission of the claim to avoid delays in processing,
rejection of claims, or other complications.
Allowable travel expenses are confined to those actually incurred, unless provided for otherwise in these regulations. The traveler will use the most economical and practical standard mode of transportation, both from the standpoint of time and cost. Deviation from the most direct routes must be justified and approved by the department chairperson/ director.
(1) Public Transportation
(a) Transportation costs by common carrier (air, bus, or rail) for authorized, official travel are allowable for reimbursement. The cost of airfare approved for reimbursement is limited to the lowest priced airfare available. Original receipts must be submitted with all claims for reimbursement.
(b) Automobile rental or airline charter may be authorized when the use of such conveyance is the most economical and practical means of transportation. In most cases, commercially rented vehicles for passenger use are limited to subcompact, compact, or intermediate sizes. The rental of larger vehicles is acceptable with prior approval of the department chairperson/director.
All claims for reimbursement of rental vehicle costs for passenger use must be accompanied by a written statement indicating why the rental was necessary and was the lowest feasible cost.
(c) Automobile Rental Insurance/Waivers
By statute, the State of Idaho provides liability coverage
in the event of an automobile accident involving a State owned or leased vehicle
occurring while an employee is within the scope or course of his/her employment.
Since the statute applies to the use of leased vehicles, it is unnecessary for
the traveler using a rental car to obtain additional coverage or waivers provided
by the rental car companies. If a personal vehicle is used, the vehicle owner's
personal insurance is the primary source of recovery.
(2) Use of University Vehicles
(a) The use of University vehicles for personal or other non-official business is specifically and strictly prohibited. Home-to-office driving is only permissible when beginning or ending an authorized trip outside of regular business hours, or for other reasons considered in the best interest of the University and approved by the governing authority.
(b) State and local traffic regulations must be observed at all times. An employee committing an infraction of such regulations will be personally liable for any damage or fines and may be subject to disciplinary action. University vehicles may be driven only by employees or authorized volunteers of Idaho State University or the State of Idaho who possess a valid driver's license. Hitchhikers, dependents of University employees, or individuals not directly related to the purpose of the travel are not allowed in University vehicles. Seat belts must be worn at all times while driving or riding in University vehicles. (Refer to the ISU Motor Pool Policies and Procedures for more detailed instructions on the use of University vehicles.)
(c) Mileage rate charges for departmental use of University vehicles are listed in the Idaho State University Motor Pool Policies and Procedures.
(3) Private Transportation
The use of privately-owned vehicles, airplanes, or other conveyances may be authorized when more practical than common carrier or a University vehicle, provided such privately-owned conveyances are adequately covered by public liability and property damage insurance. ISU liability insurance does not provide primary coverage for privately-owned vehicles when used on University business. Reimbursement of costs associated with the use of privately-owned conveyances is permitted under the following terms:
(a) Mileage for use of privately-owned vehicles or aircraft on University business is limited to the current rate authorized by the State of Idaho as published on the Financial Services website. A lesser amount may be authorized by a department chairperson/director to conserve department funds or meet specific limitations stipulated by grants or contracts.
(b) Allowable mileage is computed according to the latest state highway map or Rand McNally Road Atlas. Odometer readings are permissible only when mileage computations cannot be made from such maps or charts.
(c) When a traveler chooses to use privately-owned transportation for personal reasons, reimbursement will be limited to coach airfare or mileage, whichever is the lesser. In such cases, the reimbursement request must show the departure and return times and the coach airfare that would have applied if the travel had been by air. Claims may not be submitted for meals or lodging for additional days of travel resulting from driving. Extra travel time required by optional use of private transportation must be taken as vacation.
(d) In addition to mileage for travel between localities, reimbursement is authorized for use of private vehicles for traveling in and about a community while in travel status in the conduct of official business (including reasonable travel between places of business and food and lodging establishments). Such mileage should be consolidated on a daily basis and reported as "vicinity travel" on the Travel Reimbursement Request form. This provision also applies to travel involved in the conduct of official business within the employee's official duty station. If no other expenses are incurred except mileage, the Vicinity Travel Request form may be used for requesting reimbursement.
(e) Expenditures for repairs, tires, gasoline, towing or other vehicle operating expenses are not reimbursable, since the University only reimburses privately-owned vehicle use on a mileage basis.
(f) Vehicle storage or parking fees are allowable expenses when necessary to protect University or private property, or for other reasons advantageous to the University. Claims for storage or parking fees for private vehicles must be substantiated by receipts attached to the Travel Reimbursement Request form.
(1) Lodging costs are reimbursable to the traveler while on official business for the University. Allowable reimbursement is limited to the cost of lodging plus applicable taxes.
(2) Original receipts are required for reimbursement of lodging expenses. If lodging costs for conferences or workshops are included in registration fees, it is the responsibility of the traveler to provide a breakdown of costs.
(3) When making reservations or when registering at hotels, ISU employees should identify themselves as a State of Idaho employee to obtain a government rate, if available.
(4) If quarters are shared with a spouse or family, the single rate must be indicated on the lodging receipt. If quarters are shared with another University employee, separate receipts dividing the costs must be obtained and individual reimbursement claims filed. If separate receipts are not available, one employee should make copies and cross reference to the other employee's travel authorization and original receipt.
(1) Per Diem Reimbursement
The University reimburses meal costs using a per diem meal allowance. Travelers are not required to submit meal receipts, instead the traveler is reimbursed based on established per diem rates and the length of travel. Per diem reimbursement shall be paid to the traveler in accordance with the amounts set by the State of Idaho Board of Examiners for official travel requiring an overnight stay. Per diem is defined as the reimbursement for meals, meal gratuities, fees and tips to porters, baggage carriers, bellhops, hotel maids, stewardess on ships, and hotel servants in foreign countries.
Complimentary meals, including continental breakfasts provided
by a hotel and meals provided by common carriers, will not be deducted from
the per diem allowance to be paid.
(2) Partial Day Reimbursement
Where employees are absent from their official station for less than twenty-four (24) hours, a partial day reimbursement for meals may be paid to the traveler at the rate set by the State of Idaho Board of Examiners, as indicated in the Per Diem Computation schedule below. IRS regulations require the University to report meals reimbursed without an overnight stay as a taxable fringe benefit to the traveler.
Partial Day Per Diem Computation
Day of Departure Meals In-State Out-of State
At or before 7:00 a.m. 3 30.00 39.00 or Federal GSA Rate At or before 11:00 a.m. 2 27.00 35.10 or Federal GSA Rate At or before 5:00 p.m. 1 16.50 21.45 or Federal GSA Rate
Day of Return
At or after 8:00 a.m. 1 7.50 9.75 or Federal GSA Rate At or after 2:00 p.m. 2 18.00 23.40 or Federal GSA Rate At or after 7:00 p.m. 3 30.00 39.00 or Federal GSA Rate
Breakfast 25% 7.50 9.75 or 25% of Federal Rate Lunch 35% 10.50 13.65 or 35% of Federal Rate Dinner 55% 16.50 21.45 or 55% of Federal Rate
The out-of-state/federal per diem reimbursement rate is $39 per day unless the GSA publishes a location-specific, higher federal allowance in its publications. If you use the federal GSA rate, please include a copy of the page identifying the per diem rate with the travel reimbursement. The link to the federal guidelines is available at:
http://www.isu.edu/finserv/travel.shtml
(3) Official Conferences or Workshops
If meal costs for conferences or workshops are included in registration fees, it is the responsibility of the traveler to provide a breakdown of the costs included in the fee. These costs will be deducted from the traveler's registration and the full per diem rate will be granted. If the cost is greater than per diem, only the per diem rate will be reimbursed.
Reimbursement is not allowed for meal expenses at an employee's official work station. It is permissible, however, with approval of the department chairperson/ director, and with proper documentation, for employees to be reimbursed for the actual cost of meals incurred while attending conferences or conventions at their official work station in connection with their University responsibilities.
Any potential determination as to what comprises a "conference" or "convention" at the official work station should first be subjected to certain validation criteria before meal reimbursement will be considered. Criteria that suggest the event is a valid conference include:
Reimbursement for meals at the official work station is not allowed for informal meetings (i.e. over a casual breakfast, lunch or dinner) between staff members of a department or other departments; state and federal employees and/or; state employees and legislators. All meetings will be considered informal unless documented proof is submitted with the request for reimbursement.
Unless a department specifically defines otherwise, the definition of official work station is "all territory within the corporate limits of the city in which the employee is permanently stationed; or all territory within a two-mile radius of his/her permanently assigned official duty post if not situated in an incorporated city."
The cost of conferences held at the traveler's work station that only involve registration do not require a travel authorization form or a reimbursement form. These costs can be direct billed or put on a P-card (only if the conference is held outside the University). If any other travel expenses are involved, the traveler must file a travel authorization and reimbursement form.
(4) Staying With Friends or Relatives
Reimbursement is not allowed for meal or lodging expenses while staying with friends or relatives, unless they are in the business of providing such services and advertise such to the general public.
Expenses for certain miscellaneous items are reimbursable if
incurred by a traveler in the official conduct of University business. These
expenses require supporting documentation. Allowable miscellaneous expenses
for which receipts are sometimes not available may be reimbursed upon certification
by the employee. Some examples of allowable miscellaneous expenses include:
(1) Taxi or bus fares to and from depots, airports, and hotels and as otherwise required by an employee to conduct official University business while in authorized travel status.
(2) Transportation, handling, and storage of baggage or equipment.
(3) Telephone calls, including one daily personal call (not to exceed ten minutes) to the traveler's home.
(4) All business-related expenses, including computer or internet services, facsimile services, stationery, postage, or other supplies necessary for the transaction of University business.
(5) Customary fees for cashier's checks, bank drafts, or money orders for the purpose of conducting University business.
(6) Registration fees required for attendance at authorized conferences, conventions, or other meetings. If the fee includes meals and/or lodging costs, a breakdown of expenses is required.
(7) Laundry expense during a University business trip away from the employee's official work station of five (5) days or longer.
(8) Items not specifically described herein as allowable expenses, but which are necessary for the performance of official duties for the University.
(9) With prior approval by the University President or designated representative, employees with disabilities are allowed payment of certain additional travel expenses to accommodate their disabilities as such, but not limited to, subsistence and transportation of an attendant when the employee requires assistance, cost of specialized transportation, increased cost of specialized services for public carriers or special baggage handling.
The University does not reimburse the following:
a. Travel expenses paid with the University P-Card. Travel should never be charged to a University P-card.
b. Expenses of a personal nature incurred for the convenience of the traveler, such as travel by indirect routes or stopovers for personal reasons; leaving earlier or returning later than necessary from a trip for personal convenience.
Notwithstanding the restrictions stated in the preceding paragraph, an employee may be reimbursed for travel expenses incurred by an indirect route or during a personal stopover to the extent the costs do not exceed the costs of the usual, direct route and are sufficiently documented. Miscellaneous costs incurred during a stopover that is not related to official travel, meals, or lodging, are not reimbursable. Extra travel time resulting from the indirect routing or stopover must be reported as vacation time.
c. Expenses for transportation between home and office or for other non-official purposes.
d. Except as provided in 5.c.(3) above, meal or lodging expenses to an employee at his official work station.
e. Expenses incurred by an employee during periods of compensable or non-compensable leave. (May be granted with prior appropriate approval.)
f. Personal travel insurance premiums (i.e. accidental death insurance).
g. Personal items, such as movie tickets, magazines, bar service, sight-seeing fares, and other items considered personal in nature.
In situations where the employee is assigned job duties at an off-campus site that are continuous in nature and over an extended period of time, and travel is within the state, a blanket travel authorization may be issued by the employing department, for a specific period of time within the current fiscal year. A copy of the blanket travel authorization must be submitted to the Accounts Payable Office. Travel reimbursement requests related to blanket travel authorizations should be filed in a timely manner, i.e., monthly if airfare or lodging are not involved, or after each trip if expenses include airfare and lodging. A new blanket travel authorization should be filed with Accounts Payable at the beginning of each fiscal year.
Travel involving students as a major group and coordinated by a faculty/staff representative is considered group travel. Examples of group travel are athletic team travel, band tours, choir tours, class field trips, etc.
In the event advanced lodging, busing, or other travel arrangements constituting a major expense for a group trip are required, purchase orders can be issued and prepayments made. A travel advance may also be issued to the group coordinator for meals and other authorized travel expenses at 100% of the estimated group costs.
The group coordinator is responsible for obtaining proper receipts and providing a list of participants. The coordinator will receive per diem for meals. When meal reimbursements are claimed for the group, the coordinator must provide a statement signed by each traveler indicating the amount received for meals or provide actual receipts for meals. Reimbursement will be based on the lesser of the per diem or receipt amounts, or the signed statement. Meal reimbursement must conform to the requirements of section 5.c. of these travel regulations.
9. Third Party Reimbursements, Rebates or Promotions
When a third party is expected to reimburse the University for a trip, that expectation should be clearly stated on the travel request, along with the name and billing address of the third party. The reimbursement must be made directly to the University.
Travel awards and benefits such as frequent flyer miles awarded as a result of University travel become the property of the traveler and are not claimed by the University.
10. Travel by Non-employees on University Business
Occasionally, ISU asks a non-employee to perform a service requiring travel in ISU's interest. All such travel expenses that the University has agreed to pay should be reported on an Independent Contractor form (see Part 5. Section III, C.) and submitted for payment through the Accounts Payable Office. Payments are limited to established ISU travel policy guidelines. Appropriate authorization must be obtained from the requesting department.
All other payments related to non-employees, such as speaker's fees, consulting fees, and honoraria must be processed through the Accounts Payable Office (see Part 5. Section I, B.).
Often, community members are asked to serve ISU as volunteer committee or board members (search committees, Alumni Board, Foundation Board, etc.). In these instances, travel expenses are generally not reimbursed. Acknowledgment of this service to ISU should be made in writing to the volunteer for their personal records. No representations should be made to the volunteer or reimbursement recipient regarding the tax consequences of any donation or reimbursement. Each individual's circumstance is unique and any determination of tax liability is the responsibility of the individual and/or his tax advisors.
For other aspects of volunteer services, see Faculty/Staff Handbook,
Part 4. Section I.T.