POLICY
The University will reimburse its faculty and staff for all expenses incurred on official University travel that are properly authorized, reasonable and appropriately documented. This policy and related procedures describe the guidelines for such expenditures and outline the process for reimbursement. It has been prepared with as much flexibility as possible within the constraints imposed by the Internal Revenue Service and other legal and contractual requirements for the University.
It is expected that all University faculty and staff will exercise appropriate care in incurring such travel expenses. Only actual expenses incurred will be reimbursed. It is the responsibility of each traveler, as well as the supervisor or manager approving the expenses, to comply with the provisions of this travel policy.
By signing the travel forms, both the traveler and his/her supervisor certify that the travel reports are complete and accurate. Payment of travel related expenses will not occur without such certification and approval, as well as all required information and documents including justifications and receipts. All travel forms are multi-part forms and are available in the forms rack outside the Bursar's Office on the first floor of the Main Building or in the Accounts Payable Department, 3201 Arch Street, Suite 400.
SCOPE
This policy and related procedures are applicable to all University faculty and staff of all colleges, divisions, departments and units regardless of the source of funds supporting the travel. If travel expenses are charged to a sponsored program, the terms of the grant or contract will take precedence if more restrictive than University policy. Requests for reimbursement of travel expenses for non-University individuals (guests of the University, candidates for positions, etc.) are made using a Check Request Form rather than a Travel Expense Reimbursement Report. Consult the Comptroller's Office website www.drexel.edu/depts/compt/index.html for the Check Request Form and instructions.
DEFINITIONS
Business Travel Expenses:
These are expenses incurred while traveling on behalf of the University from one's office to another destination outside the Philadelphia metropolitan area and back. Reimbursement of these expenses is requested by completing a Travel Expense Reimbursement Report.
Travel dates normally include the day before the actual date of the business related activity through the last day of the event. Additional travel days must be justified on a statement attached to the Travel Expense Reimbursement Report. When personal travel is combined with business travel, the University will reimburse expenses associated with the business portion of the trip only.
Local Business/Entertainment Expenses:
Expenses incurred within the metropolitan area of Philadelphia are considered local business expenses and/or entertainment expenses. Reimbursement of these expenses is made using the Local Business/Entertainment Expense Report.
Travel Advances:
Travel advances are funds given to a traveler prior to the trip for meals and other miscellaneous expenses incurred while traveling on University business. Advances will not be granted for airfare, rail tickets, hotel accommodations or similar expenses which should be prepaid expenses. Travel advances are the responsibility of the traveler and are made available to University faculty and staff only. Travel advances cannot be given to students and non-employees. Advances are limited to not more than $100 per travel day, not to exceed $500 per trip. Travel advances are issued only by check payable to the traveler not earlier than seven (7) workdays prior to the trip. Amounts in excess of this limit or paid earlier than seven (7) workdays before the trip require written approval from the operating unit Senior Vice President and the Senior Vice President for Finance and Treasurer. Requests for travel advances are made by completing a Travel Advance/Prepaid Expense Request.
Individuals receiving travel advances must submit a Travel Expense Reimbursement Report within thirty (30) days of the end of their trip. If the Travel Expense Reimbursement Report is not received within thirty (30) days, no further advances will be issued to the traveler. Travel advances not accounted for within sixty (60) days after a trip will be deducted from the traveler's next paycheck.
Prepaid Expenses:
Prepaid expenses are expenses paid by the University directly to a vendor on behalf of the traveler before the trip is taken. Examples include hotel deposits, conference registration fees and similar expenses. Travel advances will not be given to the traveler for these expenses. Prepaid expenses are similar to travel advances in that they are the responsibility of the traveler. They must be accounted for within thirty (30) days after the trip by submission of a Travel Expense Reimbursement Report to the Accounts Payable Department. Prepaid expenses not accounted for within sixty (60) days after a trip will be deducted from the traveler's next paycheck. Requests for prepaid expenses are made using the Travel Advance/Prepaid Expense Request or by using the University Purchasing Card. All requests must be supported by the appropriate documentation outlining each prepaid expense.
Third Party Sponsored Travel:
Third party sponsored travel is University related business travel for which the traveler receives full or partial reimbursement. Information on third party sponsored travel must be included on the Travel Advance/Prepaid Expense Request and/or on the Travel Expense Reimbursement Report. To allow time to receive the third party reimbursement, travelers have sixty (60) days after the trip in which to submit their Travel Expense Reimbursement Report. Travelers are reimbursed for their travel costs after deducting the payment from the third party. Copies of all documents submitted to the outside organization must be attached to the Travel Expense Reimbursement Report.
Comptroller's Accounts Payable Department:
The Comptroller's Office is responsible for ensuring that all University business travel expenses are reimbursed in accordance with this policy. All travel reports should be forwarded to the Accounts Payable Department, located in the Comptroller's Office, at 3201 Arch Street, Suite 400 or dropped off in the Accounts Payable mailbox in the 3201 Arch Street lobby. All checks are issued within seven (7) to ten (10) workdays after properly completed documents are received in the Accounts Payable Department.
University's Preferred Travel Vendors:
The preferred travel vendors, through which travel reservations may be made, are listed on the Purchasing website at www.drexel.edu/depts/purchasing. Travel arrangements made with any agencies are the responsibility of the traveler and will be reimbursed only after the trip is completed. Travelers must report these expenses on the Travel Expense Reimbursement Report.
PROCEDURES/GUIDELINES
All requests for travel advances, prepaid expenses and travel expense reimbursements must be properly completed and approved by the traveler's direct supervisor or manager prior to submission to Accounts Payable. A traveler may not approve his/her own travel form(s). The Accounts Payable Department will issue the required prepaid expenses to the named vendors by the dates indicated on the request. In addition, the Accounts Payable Department will issue travel advances and reimburse the traveler in accordance with these guidelines. Only one Travel Advance/Prepaid Expense Request per travel occurrence is permitted. Requests for foreign travel, defined as travel outside the United States, require approval by the traveler's Senior Vice President and, in the case of sponsored research, the Vice President for Research.
The University requires appropriate documentation for all expenses associated with travel. Original receipts documenting proof of payment are required for airline, rail, bus or car rentals, transportation to/from the airport, meals, lodging expenses and other reasonable and necessary expenses. Photocopies of receipts are not permitted except for third party sponsored travel, when the original receipts must be supplied to the sponsor for reimbursement purposes.
All expenses, including travel advances and prepaid expenses, must be included on the Travel Expense Reimbursement Report. Receipts must be attached to the report, and small receipts must be taped to an 8 ½ x 11 inch sheet of paper and attached to the report. When using the University Purchasing Card for travel expenses, each item must be listed as a prepaid expense on the Travel Expense Reimbursement Report with a copy of the receipt attached. The original Purchasing Card receipt must be retained in the traveler's department for audit purposes. Airline ticket receipts (passenger coupons) regardless of how purchased, must be attached to the report.
Each traveler is required to submit his/her own Travel Expense Reimbursement Report even if traveling with one or more University faculty or staff member. A traveler may not include his/her travel expenses on the Travel Expense Reimbursement Report of another individual. Travel reports must be submitted to the Accounts Payable Department not later than thirty (30) days after the trip. Reimbursement for reports submitted after thirty (30) days may be denied.
If a travel advance is issued, prepaid expenses paid or an airline ticket ordered, a Travel Expense Reimbursement Report must be submitted even if the trip is canceled. Use of the Travel Expense Reimbursement Report is the only manner in which a travel advance can be returned or a prepaid expense cleared from the traveler's record.
Transportation:
Travel arrangements may be made through the preferred travel vendors listed on the Purchasing website at www.drexel.edu/depts/purchasing.
When a traveler makes travel arrangements with any travel agency, airline or via the internet, the traveler is responsible for paying the associated costs in one of two ways: (1) use of the University Purchasing Card where the departmental cost center will be charged or (2) use of a personal credit card. When using a personal credit card, reimbursement will be issued seven (7) to ten (10) workdays after submitting a properly completed Travel Expense Reimbursement Report to the Accounts Payable Department upon return from the trip. Reimbursement includes the actual cost of transportation less coupons and discounts; travel advances and prepayments will not be issued.
Authorized University travel is expected to be arranged at the most economical cost available, coach or economy class. First class travel is not permitted, irrespective of the source of the funds. Travelers are strongly encouraged to maximize "discounts" for airline travel through advance purchase of airline tickets where travel schedules can be planned in advance, such as for national meetings and other scheduled events. Travelers will not be reimbursed for personal frequent flyer miles used in lieu of actual expenses incurred while traveling on University business.
After departure, any change to a non-refundable ticket requiring an additional fee
(penalty, fare increase, etc.) should be charged to your personal credit card or the University Purchasing Card. Submit these additional charges with your Travel Expense Reimbursement Report as prepaid via the University Purchasing Card or for reimbursement if using a personal credit card.
Personal Automobile:
When a personal automobile is used for a business trip, the traveler will be reimbursed at the University approved rate per mile plus tolls and parking. Consult the Comptroller's Office website www.drexel.edu/depts/compt/index.html for the standard mileage allowance. Reimbursement will normally not include meals and/or lodging en-route nor will the University reimburse expenses in lieu of the approved mileage rate. Note that business mileage does not include the normal commute to and from work. When your business travel originates from home, subtract your normal commute from the total miles associated with the trip.
Individuals who use their personal automobiles for business travel must have at least $100,000/$300,000 of liability insurance coverage. The individual's coverage is primary to any other available coverage. The University will not reimburse individuals for the cost of such insurance or for the cost of other expenses including but not limited to driving and/or parking violations, fines, gasoline, automobile repairs, vehicle damage or insurance deductibles as a result of an accident, break down, tow or resultant meals and lodging.
Automobile Rentals:
The cost of a car rental is an allowable reimbursable expense. No one is permitted to drive a rented vehicle for University business unless they are eligible under the guidelines of the Motor Vehicle Operator Policy www.drexel.edu/hr/policies/policies/RM2FleetSafety.pdf and have met the acceptable motor vehicle driving requirements. To qualify, complete a Motor Vehicle Release form and submit it to the Department of Risk Management, along with a copy of your driver's license, at least ten (10) business days prior to the need for the vehicle.
Generally, only mid-size or compact automobiles are to be rented. No one is permitted to purchase, lease, or rent fifteen (15) passenger vans for University activities or business. The University will reimburse the traveler for the cost of the rented vehicle based on the original invoice from the rental company. To be reimbursed for gasoline purchases not included on the rental invoice, the traveler must attach the original gasoline receipt(s) to the reimbursement request.
The University does not carry insurance for physical damage (collision damage insurance) or theft (comprehensive insurance) of a rented vehicle. The collision damage and comprehensive coverage must be purchased when renting the vehicle and is a reimbursable travel expense. If the rental is charged to the University Purchasing Card, however, insurance for collision and theft is automatically included subject to the terms and conditions of the card. Certain vehicles are excluded. Please obtain a copy of the coverage offered by the Purchasing Card from the Department of Purchasing prior to renting a vehicle. The Purchasing Card must be in the driver's name for coverage to be valid. If you do not have a Purchasing Card, you must purchase the coverage offered by the rental agency for collision and theft. The University will reimburse such expense to the traveler.
The University does carry automobile liability insurance (coverage for injury or damage to other vehicles/persons). This coverage should not be purchased through the rental agency. If an employee is involved in an accident while on University business that results in an auto liability claim, a deductible will be charged to the traveler's department. If the accident was due to another party and the University is able to recover its expenses, the department will be reimbursed for the deductible.
If you have an accident while driving a rented vehicle on a business trip, report it immediately to the University's Department of Risk Management as well as to the rental company. Follow the instructions for accident reporting and analysis in Section V of the Motor Vehicle Operator Policy.
Car Rentals - Foreign Countries:
Employees renting vehicles for University business in any location other than the continental United States must purchase all insurance provided by the rental agency, including automobile liability insurance. In some foreign countries, it is illegal not to purchase the local insurance offered.
Lodging:
The University will reimburse an individual for the cost of lodging while traveling for University business based on the single room rate. Any incremental increase, for example deluxe, double, suite, and/or concierge-level room, is not a reimbursable expense. It is expected that the individual will secure lodging generally at no more than the mid-range rate for hotels in the travel area.
Some hotels may not accept the University's check as payment for charges at check out. Please present the University check at time of check-in. In those cases where a check is not accepted, the University Purchasing Card or personal credit card must be used to pay for the cost of lodging.
Meals:
While traveling for the University, the cost of the traveler's personal meals and beverages is reimbursed, including reasonable gratuities generally not exceeding 15%. If the cost of meals and beverages is in excess of $60 per day, a written explanation must accompany the Travel Expense Reimbursement Report. Original meal receipts include an itemized bill, the traveler's original copy of the credit card receipt or a cash register receipt.
In those instances when such receipts are not available, the traveler may "write up" his/her own expense receipt on a 3" x 5" card, including the name of the restaurant, amount, date and signature of the traveler. Use of such 3" x 5" cards should be limited to infrequent occasions when receipts are not available and are not to be used simply as a substitute for actual receipts. The University reserves the right to refuse reimbursement in cases where the use of the 3" x 5" cards appears excessive or inappropriate.
Other Expenses:
Expenses for airport limousines, vans, buses or taxis will be reimbursed only upon submission of original receipts. In those instances when such receipts are either not available or inconvenient to obtain, the traveler may "write up" his/her own expense receipts on a 3" x 5" card, including the description, date, amount, destination and signature of the traveler. All other reasonable and necessary expenses incurred while on business travel will be reimbursed, including reasonable gratuities for baggage handling, other nominal services and reasonable business telephone calls. Receipts for other expenses less than $15 are not required; however, these expenses must be individually identified on the Travel Expense Reimbursement Report.
Personal Expenses:
The University will not reimburse individuals for personal expenses such as child care, kennel fees, valet/laundry services, health clubs, recreation costs, in-room movies or other similar costs. Expenses for the spouse and/or family offaculty and staff members will not be reimbursed.
