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Travel Procedures

Content Outline:

Pre-Approval Reports

  1. A Pre-Approval Report must be submitted and approved prior to departure. For international travel, this must be completed at least 30 days in advanced.
  2. A Blanket Pre-Approval Report may be submitted to cover travel and expenses only within the state of Idaho for each fiscal month.
  3. A Pre-Approval Report is still required to travel even if there won’t be any expenses claimed and/or if a third party is funding the trip.
  4. Review the (CR Pre-Approval Report) on how to create a Pre-Approval Report.
  5. An official university business purpose must clearly state why the traveler is traveling on behalf of the University.
  6. For lodging reservations be sure to request the government discount rate and provide a Lodging Sales Tax Exemption form at the time of check-in.
  7. When making travel arrangements, the University will only reimburse expenses one day prior and following the scheduled dates for conferences, workshops, meetings, and/or seminars.
  8. Travelers must use the most economical and practical mode of transportation (i.e. airfare, car rental, mileage, etc.) taking into consideration of time, cost, and reasonableness; and, provide documentation showing the most cost effective mode of transportation was selected.
  9. Be sure to notate in the comments section on the Pre-Approval Report, anything out of the ordinary, unusual or deviates from the University’s travel policy.

Cash Advances

  1. A travel cash advance may only be requested on the Pre-Approval Report prior to submitting for approval. Be sure to allow time for approval, check printing/direct depositing to be completed prior to the departure date of the trip.
  2. A travel advance can be requested as far out as 60 days prior to departure. If expenses are incurred more than 60 days before the scheduled trip, an advance can be issued if receipts are provided. Only one advance request per trip.
  3. If expenses are not covered by a travel card, 100% of the estimated expenses can be advanced.

Expense Reports

  1. A travel Expense Report must be submitted within 10 days from the return date. Reimbursements filed six months after the date the expense(s) are incurred will not be reimbursed.
  2. Review the (CR Expense Report) on how to create an Expense Report.
  3. An official university business purpose must clearly state how the trip benefited the University and/or department.
  4. Travel expense reimbursement requests must include the original itemized receipt with the following information:
    1. Date of Purchase
    2. Name and location of Vendor
    3. Items(s) purchased
    4. Dollar Amount
    5. Flight Itinerary (when applicable)
  5. If a receipt cannot be provided or duplicated, an Affidavit of Lost Receipt will need to be completed and attached to the Expense Report.
  6. A copy of the agenda, schedule or Conference-at-a-Glance for conferences, workshops, meetings, and/or seminars must be attached to help determine what expenses are appropriate for reimbursement.
  7. Travelers must use the most economical and practical mode of transportation (i.e. airfare, car rental, mileage, etc.) taking into consideration of time, cost, and reasonableness, and provide documentation showing the most cost effective mode of transportation was selected.
  8. Airfare should be limited to coach/economy class. Only one baggage fee per flight is allowed for reimbursement.
  9. If a cash advance was issued, but exceeded the total claimed expenses, the balance owed will need to be included on the Expense Report and repaid to the University via payroll deduction.
  10. Be sure to notate in the comments section on the Expense Report, anything out of the ordinary, unusual or deviates from the University’s travel policy.

Per Diem

  1. Federal Per Diem rates are determined each fiscal year, effective October 1st.
  2. Per Diem is based on the final trip destination not the state of origin. To calculate per diem allowance by state, visit U.S General Services Administration Per Diem Rates.
  3. Per Diem eligibility is based on the following parameters:
    1. Breakfast – if departure time is 7 am or before, or return time is 8 am or after.
    2. Lunch – if departure time is 11 am or before, or return time is 2 pm or after.
    3. Dinner – if departure time is 5 pm or before, or return time is 7 pm or after.

4. For In-State Per Diem, the University has set the meal reimbursements at:

    1. Breakfast - $8
    2. Lunch - $18
    3. Dinner - $29

5. Tips are included in the Per Diem allowance and cannot be claimed for reimbursement.

6. Same Day Meals are based on the departure and return times, and are       taxable to the traveler. 

 

Transportation

  1. Travelers are to use the most economical and effective means of ground transportation both from the standpoint of time and cost for car rentals, ISU Motor Pool, and/or mileage.
  2. When renting vehicles, reservations should be made with Enterprise Rent-A-Car, Hertz, or National Car Rental companies in order to receive the contractual discounted rate and should be limited to subcompact, compact or intermediate sizes.

Rental Company

Contract #

PIN

Enterprise

47ID005

IDS

Hertz

$65573

 

National

XZ47IDS

 

SLE

ISU19

 

 

  1. A car rental receipt must be provided for reimbursement. A car rental agreement will not suffice. Additional products/services added to rental agreements will not be reimbursed. This includes insurance, roadside assistance and/or charges for GPS.
  2. A car rental justification is required by the State of Idaho Travel policy, and must state how the car rental was the most cost effective mode of transportation.
  3. Review the Transportation.
  4. A one-way rental is allowed under the state contract within the same state with no additional cost. When making a one-way rental reservation, please notify the local Enterprise branch so the fee(s) can be adjusted. One way trips from Pocatello to Salt Lake City are no longer covered under the state contract for no additional charge.
  5. For ISU Motor Pool reservations and vehicle rates, please contact Transportation Services at 282-4460 or visit https://isu.edu/transportation/motor-pool/.
  6. Salt Lake Express offers a $5 discount each way for shuttle services.
  7. The mileage rate for personal vehicle is reimbursed at the rate established by the State of Idaho at $0.67/mile. Gas cannot be reimbursed for personal vehicles.
  8. An explanation will be required for vicinity mileage exceeding 15 miles. The IRS does not allow mileage reimbursement to/from home and designated workstation.

Travel Card

  1. To obtain an individual or department travel card a Travel Card Request form will need to be completed and submitted to the Travel Office. A Travel Card Agreement will be supplied and required in conjunction with obtaining a travel card.
  2. All travel cards will need to be activated and a PIN set up and registered with Bank of America prior to use.
  3. Review the Travel Card Quick Reference for allowed and disallowed purchases on a travel card. Unauthorized travel card charges will be payroll deducted to reimburse the University.
  4. Travel Cards cannot be used at ATM’s for cash back for domestic nor international travel.
  5. All travel card charges will need to be reconciled on the corresponding Travel Expense Report.
  6. To cancel an individual or department travel card, please contact the Travel Office at 282-2511.
  7. If a travel card is lost or stolen, please contact Bank of America at 1-888-449-2273 and the Travel Office.

Business with Personal Travel

  1. When traveling on University business in conjunction with personal travel, the University will only reimburse for University related expenses.
  2. Additional costs due to personal travel will not be reimbursed by the University, and will need to be separated from the business expenses on the Expense Report.

International Travel

  1. A review of foreign travel arrangements is required to ensure the visiting country and/or individuals have no related restrictions under federal export control requirements. Dependent upon the destination and what you are taking with you, you may need to complete additional paperwork.
  2. For assistance with the Export Control Foreign Travel Review process, please contact the Export Control Office at 282-1336, or visit the Foreign Travel Process section, available on the Research Outreach & Compliance's website
  3. To convert foreign transactions and currency, visit https://www.oanda.com/currency/converter/. Select the date the transaction(s) occurred for accurate conversion rates and reimbursable amount.
  4. For Federal Foreign Per Diem rates, visit https://aoprals.state.gov/web920/per_diem.asp.
  5. Some countries do not accept credit cards and operate on a cash only basis. Be sure to request a Cash Advance sufficient enough to cover travel expenses for the duration of the trip.

Student Travel

Student Travel Procedures

Miscellaneous

  1. To have Accounts Payable reimbursements directly deposited into your bank account, an Employee Direct Deposit Form authorization form will need to be completed and submitted to Accounts Payable. This is separate from Payroll direct deposit.
  2. P-cards issued by Purchasing Department cannot be used for travel expenses and may jeopardize P-card privileges.

Travel Policies