Employee Travel Policy

Employees will have travel expenditures reimbursed or paid for by the University in compliance with the University travel guidelines. Adequate documentation must exist to allow for verification of expenditures. This policy applies to all travel, regardless of the source of funds used.

All travel expenses submitted for reimbursement or to be paid for by the University must complete an Expense/Payment/Purchase (EPP) Form, have the traveler's signature certifying the amounts are true and correct, and conform to Federal and University laws, rules, and regulations. All signatures must be original or in a pre-approved electronic format. No stamped signatures will be accepted. The reimbursement expenditures must be approved by the employee’s supervisor or supervisor’s designee and follow the approval levels provided in the Purchasing Policy. The designee cannot be a direct subordinate of the traveler. The supervisor or designee’s approval asserts that they know the employee’s travel and the expenditures appear reasonable.

Travel outside the continental United States, Alaska, Hawaii, Canada, or Puerto Rico meets the definition of International travel and requires approval from the employee’s divisional Provost/Vice President before departure.

Any employee who falsifies records or documents or willfully violates written rules, regulations, or policies can be suspended or terminated from their employment with Limestone University.

The final interpretation of the Limestone University Travel Policy will be determined by the Controller or the CFO.

Definitions

Travel – as described in this policy, is travel more than 10 miles from an employee’s primary office and requiring an overnight stay to conduct business of the University, attending professional meetings, special demonstration meetings and other related meetings. Expenses related to the cost of relocating/moving are not classified as travel per this policy.

Primary Office – the location of an employee’s University office. If an employee works out of more than one office on different campuses/University locations, the employee and their supervisor will agree in writing on a primary office from which travel reimbursement may be allowed if pre-approved by the supervisor. Based on the work schedule, the Primary Office may change daily or week-to-week, as agreed upon in writing with the supervisor.

Reasonable Expense – An ordinary expense reflecting a prudent decision to incur the expense on behalf of the University. Not extreme or excessive.

Adequate Documentation- Documentation that provides sufficient information to substantiate travel expense amounts. Examples include conference registration information that includes agenda, dates, location, any covered meals, etc.

Travel Guidelines

Employee travel expenditures may be paid by the traveler via personal funds and reimbursed by the University, cash advances, direct payment by the University, University purchasing card, or a combination. An EPP Form must be completed before and/or upon return. The EPP Form is the document used to account for acceptable faculty and staff travel costs. Travelers are expected to exercise discretion when making travel arrangements and expenditures. Each employee should use the following guidance when traveling:

• Avoid excess costs, circuitous routes, delays, or luxury accommodations that are unnecessary or unjustified in the performance of an assignment.
• Travel by commercial airlines must be in coach or economy class.
• Automobile transportation may be used when air and ground transportation cannot be arranged satisfactorily or to reduce expenses (especially when two or more University employees travel together).
• Transportation to or from arrival and departure points should be by the most economical method.
• If expenses are incurred due to a conference, seminar, training, etc., then documentation disclosing the dates of those events will be required to be submitted along with the related incurred expenses on the EPP Form.
• If the expenses incurred are for multiple people, a list and relationship to Limestone University must be provided.
• If expenditures are being provided to or submitted by one employee for multiple people (i.e. other employees or students), a list will need to be provided showing their name and relationship to the University, and the individual must sign beside their name indicating that they incurred the expense.

Travel Status Reimbursement versus Business Meal Reimbursement

An employee must be in travel status (overnight stay) to be eligible for their meals to be covered by the University. Meals provided while in travel status should not be confused with business meal expenses. If an employee on non-overnight travel has their meals provided by the University, this amount could be considered income and be reported on their W-2 tax form. For instance, meals on day trips are subject to tax withholding except when a business purpose for the meal can be documented.

Business Meal reimbursement procedures will be followed when an employee travels within 10 miles of their headquarters, or overnight travel is not required. Please see the Limestone University Purchasing Policy for guidelines regarding business meals.

NOTE: Meals will be considered business meals for employees traveling to recruit students as part of their normal job duties. If an employee submits a reimbursement, only the exact purchase amounts up to the per person daily limit amounts will be reimbursed unless preapproved by the Controller or CFO. In addition, if an employee uses their Limestone University purchasing card and goes over the daily limits, they are responsible for paying the university back upon returning, and the payment must be included with the EPP Form and credit card statement. If the payment is not submitted during the submission of the approved EPP form, it will be considered a personal purchase, and the guidelines under the Purchasing Card apply.

Meals

While on official overnight travel, per diem for meals will be based on which cities are attended. The standard rate is a rate of $50 per day for full travel days. The daily meal limits are broken down in the table below. Also, the table below shows the times each meal qualifies for per diem. For example, if you are traveling and returning before 3 pm, you will qualify for breakfast and lunch. If the conference/training/or business destination provides semi-daily meals (i.e. breakfast, lunch, or dinner), then you will only qualify for meals not provided. The standard rate applies to all travel except for cities with higher rates, where the full-day rate is $70. The Controller or CFO must preapprove a high rate for any city not listed BEFORE departure after appropriate department approval. The following cities are considered high rate: Chicago, IL, Washington, DC, Dallas/San Antonio/Houston, TX, Atlanta, GA, and Philadelphia, PA.

Meal	Allotted Daily Amount	Time frame
Breakfast	$10	6am-10am
Lunch	$15	11am-3pm
Dinner	$25	3pm-10pm

High Rate Meal	Allotted Daily Amount	Time Frame
Breakfast	$15	6am-10am
Lunch	$20	11am-3pm
Dinner	$35	3pm-10pm

Lodging

Lodging arrangements and deposits are the traveler's responsibility and it is recommended that the lodging be paid directly by the Limestone University Business Office unless the employee has a Limestone University Purchasing Card, in which case the card can be used. Moderately priced accommodations should be selected when a choice is available.

No travel expenses for overnight lodging within 50 miles of the employee's official headquarters or residence will be allowed. If the room is shared with someone other than a University employee, only the single room rate will be reimbursed or paid for by the University.

If a trip involves students, the faculty/staff accompanying the students and the students must stay in the same hotel. Faculty/staff should not room with students.

All necessary and reasonable tips for baggage handling will be reimbursed by or paid for by the University.

Parking Fees related to parking at a hotel, NOT valet parking, are reimbursed or paid for by the University with a receipt. Other parking fees for parking meters and non-hotel related are reimbursed or provided per the Reimbursement Procedures and Receipt sections below. Only parking fees for Limestone University employees will be paid.

Means of Travel

Rental Cars

Charges for automobile rental are allowed when it is more economical than alternative transportation methods or is the only practical means of transportation. If it is necessary to rent an automobile while in travel status outside the United States, it is recommended that the collision damage waiver insurance be obtained. The charge and the applicable tax will be included on the automobile rental statement submitted with the request for reimbursement. Gas for rental cars will be reimbursed with detailed receipts.

Personal Cars

University employees may use their own automobile for official travel and the employee will receive mileage reimbursement at the current IRS rate per mile. Gas purchased will not reimbursed.

Mileage between an employee's home and his/her place of employment is not subject to reimbursement. No reimbursement will be made for fines related to moving or non-moving violations.

Air and Ground Transportation

Transportation for individuals traveling should be by the most economical route available (air, rail, bus, car, etc.) whenever practical. The advantage of reduced round-trip rates must be taken when available. Travel must be by the most direct route possible. Individuals traveling by an indirect route must bear any additional expenses. Any exceptions must be approved by the Controller or CFO

• Direct Payment by the University

Air transportation tickets are recommended to be purchased in advance directly by the University. The departmental purchasing card may be used to prepay airline tickets only if direct pay is unavailable.

• Initial Payment by the Individual

When direct pay is unavailable, and employees purchase their tickets with their own funds, they must secure reimbursement through an EPP Form after travel is completed. No reimbursement for reduced-fare advance purchase tickets will be made to employees before completion of travel.

• Frequent Flyer Program

While in official travel status, university employees shall select air carriers based on the cost and time criteria, not on whether frequent flyer premiums are given. University employees earning frequent flyer premiums while on university business must use them to reduce the cost of subsequent Limestone University business travel whenever possible.

• Adequate Documentation

For the traveler to receive reimbursement, be allowed to use their Limestone University Purchasing Card, or have the University directly pay the travel expenses, adequate documentation reflecting the ticket cost, dates, and destination must accompany the EPP Form. This may be accomplished via one or several of the following: boarding pass, copy of a printed ticket, or print-out from internet purchase.

Airport Shuttle

Using the airport shuttle to transport employees between the airport and the hotel can be considered a part of the employee's travel expense and will be reimbursed.

International Travel

International Travel, for reimbursement and approval purposes, is defined as travel outside the continental US, Alaska, Hawaii, Canada, or Puerto Rico. International travel requires approval from the employee’s divisional Provost/Vice President before departure.

While on International travel, lodging expenses are recommended to be paid directly by the Limestone University Business Office. If direct pay is not available, then other options will be allowed. All expenses claimed must be converted to U.S. dollars, and the conversion rate must be properly documented. Typically conversion rates for purchases are shown on credit card statements.

If it is necessary to rent an automobile while in travel status outside the United States, it is recommended that collision damage waiver insurance be obtained. The charge and the applicable tax will be included on the automobile rental statement submitted with the request for reimbursement.

University Purchasing Card Usage

Personal charges made on a University Purchasing Card while traveling are NOT acceptable and must be paid back to the University by the individual immediately upon return. Please see the Purchasing Card section under the Purchasing Policy for further information.

Allowable University P-card Charges for Travel (Only if direct pay is not available)

• Airline & train tickets
• Baggage fees
• Conference/registration fees (not including hotels)
• Hotels
• Student travel (includes hotels, ground transportation, airline/flights)
• Rental cars

Reimbursement Procedure

When individuals file for reimbursement of travel expenses, they are certifying:

• they have followed the University's travel policies,
• they have not nor will not receive reimbursement for these expenses from any other entity outside the University,
• all expenses are business-related, and all supporting documentation is on file with the business office.

Reimbursement will be made upon completion of the travel. Any reimbursements not filed within the same fiscal year require additional explanation and approval by the appropriate Provost/Vice President or designee.

Employee reimbursements will be placed into intercampus mail once processed unless other arrangements have been made with the Accounts Payable clerk.

Cash Advances

If an employee receives a cash advance for travel, upon return, the employee must submit a completed EPP Form within 10 business days with proper supporting documentation. Failure to do so may have their cash advance privileges suspended. Any unused funds must be returned to the business office.

Receipts

You must submit receipts for all expenditures. All receipts and paid bills must be submitted with your EPP Form. In rare occasions, a receipt may not have been provided to the traveler or the traveler may misplace the receipt. In this case, a detailed explanation signed by the traveler may be substituted and included with acceptable proof of payment, such as a canceled check or a scanned copy of a purchasing card statement.

Registration Fees

Registration fees in the amount necessary to qualify individuals to attend conventions, meetings, conferences, etc., are allowed. These fees are recommended to be paid directly by the Business Office or the Purchasing Card.

Miscellaneous Expenses

Receipts are required for all expenses, including all miscellaneous expenses.

Allowable

Expenses must be required for University business trips.

• Baggage charges:
  1. Transportation charges for authorized excess baggage when carrying equipment necessary to complete official business
  2. Necessary charges for storage when such are a result of official business - including tips
  3. Charges for checking baggage
  4. Charges or tips at transportation terminals or lodging for handling luggage and items necessary to complete business mission
  5. Tips for handling luggage, such as taxi, shuttle, or courtesy transportation drivers or hotel staff
  6. Sending baggage, samples, display materials, and/or supplies to the official business location and back to the official station
  7. Services of guides, interpreters, or drivers
• Use of computers, printers, fax machines, and scanners when necessary to complete official business mission
• Fees for conference/meeting rooms and equipment when necessary to complete the official business mission
• Official telephone calls/services, such as faxes, internet access, etc.…
• Emergency purchases of materials or services (i.e., film, batteries, photocopying, etc.) when necessary to complete official business mission
• Airport shuttles, taxis, ground transportation
• Other reasonable expenses if justified and approved by the supervisor as required for travel.
• Tips (must be pre-approved by the Controller or CFO). If the tips are not pre-approved and appropriate documentation is not provided, the cash advance will not be granted, or the reimbursement may not be provided.

Non-Allowable

Movies, bar bills, laundry, room service, health or spa fees, etc., will not be subject to reimbursement by the University or be paid for by the University. These are considered personal in nature and should be paid by the traveler. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. If certain non-allowable expenses are deemed business essential and justified, they may be reimbursed/paid for by the University with the approved written consent of the supervisor, VP/Provost of the Department, and the Controller or the CFO.