STUDENT TRAVEL POLICY AND PROCEDURES MANUAL

Transcription

1 STUDENT TRAVEL POLICY AND PROCEDURES MANUAL An Educatin Leader and Innvatr Since P a g e

2 TABLE OF CONTENTS Descriptin Page SECTION I - Intrductin and Definitins Intrductin.. 4 Respnsibility f Westfield State University General Respnsibility f the Student Traveler Definitins. 4 Area Vice President Hst Department Head Department-spnsred Travel Dmestic Travel Emplyee Internatinal Travel MyWestfield Receipt Student Student-spnsred Travel University SECTION II- Plicy Student Travel Plicy... 5 SECTION III - Prcedures Specific Respnsibilities 6-7 Student Traveler Respnsibility Spnsring Grup Respnsibility Hst Department Head Respnsibility Area Vice President Respnsibility Travel Cnditins Alchlic Beverages. 7 Chapernes. 7 Cnference/Wrkshp Registratin Cntracts fr Services. 7-8 Defensive Driving Class Depsit Frfeit.. 8 Emergency Ntificatin.. 8 Immunizatin. 8 Gratuities.. 8 Liability P a g e

3 TABLE OF CONTENTS Descriptin Page Travel Cnditins (cntinued) Ldging 9 Meals Standard Meal Allwance Guidelines Meal Allwance Rates Missed Cnnectins.. 10 Mdes f Transprtatin Air Travel Grund Transprtatin Persnal Vehicles University-Owned Vehicles Leased/Rental Vehicles Other Grund Transprtatin Slicitatin.. 12 Travel Advance. 12 Travel Reimbursement Waiver. 14 Exceptins Athletic Team Travel Dmestic Exchange Educatin Abrad. 15 Federal Grant Travel. 16 Student Gvernment Assciatin (SGA) Travel.. 16 SECTION IV Appendix Travel Frms Appendix A Frm: AUTHORIZATION TO PAY 17 Appendix B Frm: BANNER REQUISTION/REQUEST TO PURCHASE. 18 Appendix C Frm: REQUEST TO TRAVEL fr Emplyees & Grad Students under Stipend 19 Appendix D Frm: STUDENT REQUEST TO TRAVEL.. 20 Appendix E Frm: TRAVEL ADVANCE PAYMENT. 21 Appendix F Frm: TRAVEL REIMBURSEMENT.. 22 Appendix G Frm: TRAVELER MEAL CERTIFICATION 23 Appendix H Frm: W Appendix I Frm: WAIVER P a g e

4 SECTION I - Intrductin and Definitins Intrductin Respnsibility f Westfield State University Westfield State University is respnsible fr establishing travel management plicies and prcedures that prvide supprt services fr authrized travelers and, at the same time, maximize the cst savings fr the University. University Administrative Plicy #0390 (updated February 2009) articulates the plicy, guidelines and prcedures in effect fr all emplyees wh travel n behalf f the University. This plicy is intended t: Ensure cmpliance with state and federal regulatins Establish guidelines fr apprval, cntrl and accunting fr emplyees wh travel n University business. Ensure fairness fr bth the traveler and the University. University departments, at their discretin, may impse mre restrictive guidelines fr budgetary and cntrl reasns, but they may nt be less restrictive than guidelines set frth by the University. The Westfield State University Student Travel Plicy and Prcedures Manual defines the University s Student Travel Plicy, prcedures and the respnsibilities f student travelers and guidelines fr spnsring grups, department supprt staff, hst department heads and area vice presidents wh prvide supprt services fr authrized student travelers. General Respnsibility f the Student Traveler A student traveler n University business has the respnsibility t act prudently and t nly incur travel expenses, which are necessary, reasnable and apprpriate as they relate t the purpse f the travel, fr which dcumentatin is required. Student travelers are required t btain prir written apprval fr travel frm the hst Department Head r designee and may nt authrize their wn travel nr apprve their wn expense reimbursements. Student travelers are respnsible fr prmpt submissin f travel-related dcuments and accunting fr any advances received r expenses incurred. Definitins As used in this dcument, the fllwing wrds shall have the fllwing meanings: Area Vice President refers t a University fficer r authrized designee. Hst Department Head refers t a University department supervisr r authrized designee. Department-spnsred Travel - is any student travel/trip ffered by a University department that extends beynd University prperty. Dmestic Travel - is any travel within the United States and its territries and pssessins including Guam, Puert Ric and the U.S. Virgin Islands. Emplyee - is any University emplyee, whether serving full r part-time, temprary r permanent, cmpensated r uncmpensated. Internatinal Travel - is any travel utside the United States and its territries and pssessins. MyWestfield refers t the Westfield State University prtal that allws members f the University cmmunity t cmmunicate with ne anther. Receipt - refers t itemized prf f payment shwing what was btained, the date, and at what cst. Student - is any nn-university emplyee enrlled at the University. Student-spnsred Travel - is any student travel/trip ffered by a University recgnized student rganizatin that extends beynd University prperty. University - refers t Westfield State University. 4 P a g e

5 SECTION II Plicy Sectin: Student Westfield State University Plicy cncerning: Student Travel APPROVED: Number: Page: REVIEWED: STUDENT TRAVEL POLICY Purpse This plicy prvides the Westfield State University requirements and cntrls in cnnectin with Departmentspnsred and Student-spnsred student travel; and, incrprates by reference, all applicable definitins, respnsibilities, cnditins, exceptins and travel frms included in the Westfield State University Student Travel Plicy and Prcedures Manual. Plicy 1. Authrity and respnsibility fr apprval and cntrl f all Westfield State University Department-spnsred and Student-spnsred student travel rests with the area Vice President r authrized designee. 2. While Westfield State University reserves the right t impse special requirements in any instance, the prcedures and cnditins set frth in the Westfield State University Student Travel Plicy and Prcedures Manual have applicatin t all such student travel. 3. Respnsibility fr bserving the Westfield State University Student Travel Plicy, requirements and cntrls rests with the student traveler. Review This plicy shall be reviewed annually by the Vice President fr Administratin and Finance. An Educatin Leader and Innvatr Since P a g e

6 SECTION III - Prcedures Specific Respnsibilities Student Traveler Respnsibility Students are expected t be aware f, and cmply with, the University s Student Travel Plicy, prcedures and the respnsibilities f student travelers as presented in the Westfield State University Student Travel Plicy and Prcedures Manual available nline in MyWestfield n the Campus Life Tab in the Student Travel C h a n n e l and als frm the Office f the Vice President f Student Affairs. Students are required t secure apprval frm the hst Department Head prir t participating in any Department-spnsred r Student-spnsred travel. Students are expected t be aware f, and adhere t, travel departure times. Travelers wh miss travel cnnectins are persnally liable fr any csts, hwever incurred, in securing substitute transprtatin. Students are persnally respnsible fr any injury r damage they cause t ther persns r their prperty; and, the University and its agents assume n liability fr any such damage r injury. Students are persnally liable fr any csts, hwever incurred, that are nt included in the travel package as advertised. Students are respnsible fr returning any cash advance issued by the University in excess f substantiated expenses within fifteen (15) days after cmpletin f their trip. Students are expected t behave respnsibly. Students wh vilate standards f cnduct set frth by University plicy are subject t the prcedures and sanctins f the University Student Cnduct Cde. Failure t cmply with University plicy, prcedures, cnditins and guidelines may subject a student t University judicial actin. Spnsring Grup Respnsibility Prir t the student travel departure date, a representative f student grup spnsring the travel pprtunity shall meet with an emplyee designated by the hst Department Head r designee t review the University s Student Travel Plicy, prcedures and the respnsibilities f student travelers, and guidelines fr spnsring grups, department supprt staff, hst department heads and area vice presidents wh prvide supprt services fr authrized student travelers. Hst Department Head Respnsibility When a student travel request is submitted in cmpliance with University plicy, it is the respnsibility f the hst Department Head is t recmmend the student request t the area Vice President fr actin. Hst Department Head guidelines: Frward a cmpleted STUDENT REQUEST TO TRAVEL (Appendix E) with supprting dcumentatin (i.e. cnference/wrkshp agenda, registratin frm and travel itinerary) t the area Vice President. Incur the least expense t the University when a selectin f rms and rates are available and t take advantage f reduced rates by making reservatins early and, t seek special rates such as the state gvernment r university rate. Obtain the htel's cancellatin plicy at the time f bking (htel cancellatin charges caused by failure t cancel guaranteed reservatins are nt reimbursable). Prvide the University Finance Office with a University-assigned Vendr ID number r a cmpleted W-9 frm (Appendix I) t enable University payment t be made directly t the htel. Initiate an nline BANNER REQUISITION r a REQUEST TO PURCHASE (Appendix B) t encumber University funds where applicable. When University funds are encumbered fr student travel, the fllwing are the apprpriate Banner Pls and Object Cdes t include n the requisitin where applicable: Pl EE (7120): Dept. Dues/Entry Fees (Cnference Registratin) 6 P a g e

7 Pl EE (7122): Daily Space Rental (Htel/Ldging) Pl JJ (7418*): Fd Service - Off Campus (Meals) Pl MM (7705*): Student Transprtatin Airfare/Vehicle Rental/Parking/Taxi/Tlls/Mileage *Indicates that a Cntract fr Services is necessary fr requisitins valued at $ r mre. The Vendr identified n the requisitin will be the Student Traveler if the University is t reimburse a student. Similarly, the Vendr may be a htel, a prfessinal rganizatin spnsring a cnference, a transprtatin prvider r any ther service prvider, etc. Submit an AUTHORIZATION TO PAY (Appendix A) alng with apprpriate attachments dcumenting allwable expenses apprved by the Department (I.e. riginal invices r receipts). Area Vice President Respnsibility The respnsibility f the area Vice President is t review and act upn each student request t travel as recmmended by a hst Department Head. Travel Cnditins Alchlic Beverages Alchl shall nt be permitted n buses r any ther vehicle used in cnnectin with Department-spnsred r Student-spnsred travel. Chapernes The University shall require at least ne University emplyee t accmpany any trip which in the judgment f the University requires the presence f a prfessinal staff member. The chaperne s respnsibility will be t assist student travelers t receive cntracted services and t bserve University-required cnditins fr student travel. Cnference/Wrkshp Registratin On behalf f all apprved payees, the hst Department Head r designee shall prvide the University Administratin & Finance Office with the Vendr ID number pre-assigned by the University r a cmpleted Frm W-9 (Appendix I), r equal, t enable the University t prcess payment. Cnference r wrkshp registratin fees are reimbursable when pre-apprved by the University. Fees fr a guest, spuse, etc., as well as extra cnference activities, i.e. turs and attractins, are nt reimbursable. Cntract fr Services A written Cntract fr Services is required with vendrs whenever a financial transactin is invlved. Cntracts shall cntain specific infrmatin t include: perfrmance terms; exact verall csts; htel csts; transprtatin csts; departure and return dates; times and lcatins; number f spaces prvided; name f htel(s) and public transprtatin carrier(s); clear statement f refund plicy; payment deadlines if applicable; the availability f cmplimentary spaces; a clear statement delineating rutine r special expenses nt included in the price f the trip. A cpy f all cntracts must be n file in the ffice f the hst Department Head r designee. Any cntract t which the University is party must be apprved and signed by a University Vice President r designee having the authrity t d s; n student, student grup, advisr r ther persn nt authrized t execute cntracts in the name f the University may make any agreement n the University s behalf. Defensive Driving Class The University ffers a Defensive Driving Class (DDC) free f charge t any University emplyee r student wh registers fr it. Successful cmpletin f the DDC is required f all students wh drive University-wned, leased r 7 P a g e

8 rented vehicles. The Defensive Driver Class is presented by University Plice Officers and it includes bth classrm and hands-n training. Defensive Driving Classes are typically ffered nce r twice per mnth during the schl year. T register r t learn mre abut the DDC, cntact University Administrative Services ( ). Depsit Frfeit Individuals may frfeit depsits in the event that they cancel their participatin in Department-spnsred r Student-spnsred travel and cannt find a replacement. All cancellatin, refund and depsit plicies shall be clearly stated in a cntract r in sme ther dcument descriptive f the travel. A cpy f the cancellatin, refund, and depsit plicy, which may vary frm trip t trip, must be given t each participant prir t his/her initial depsit; and the participant is required t read and sign a cpy f the cancellatin, refund, and depsit plicy. Emergency Ntificatin Any University student in receipt f infrmatin relative t a student health and/r safety emergency shall immediately reprt it t the Westfield State University Department f Public Safety ( ). Immunizatin Immunizatin requirements are available nline frm the Centers fr Disease Cntrl and Preventin (CDC) at Gratuities Gratuities (tips) shall be limited t twenty percent (20%). Examples f gratuities include (nt all-inclusive) business meals, husekeeping service, luggage assistance, and bus driver, etc. Liability Cmmercial General Liability The University maintains a Cmmercial General Liability Insurance plicy, which prvides liability cverage fr emplyees, vlunteers, agents and thers while wrking fr r n behalf f the University. The cverage can prvide prtectin in cases invlving bdily injury, prperty damage, and persnal injury caused by the negligence f an insured while carrying ut his r her duties. There are cverage exclusins where certain t y p e s f claims are nt cvered, e.g., discriminatin, persnal autmbile, watercraft, etc. The cverage is affrded t individuals anywhere in the wrld. There is n restrictin n where injuries r accidents may take place, as lng as the suit is brught in the United States. T be cvered by the University's plicy, individuals n travel status must be wrking in fficial capacity at the time f an accident. The facts and nature f the suit will dictate whether cverage will apply. General Liability Neither the University nr any student rganizatin assumes any financial r ther respnsibility fr it s r any ther persn s failure t prvide, in whle r in part, any service r prduct in cnnectin with any Departmentspnsred r Student-spnsred travel; nr des any University r student rganizatin assume any financial r ther respnsibility fr the quality r any such service r prduct that it r any ther persn prvides in c n n e c t i n with any such travel. In the case f all travel, the prvisin f any service r prduct and the quality r quantity f any such services are the sle respnsibility f the travel agency, tur peratr and ther vendrs f services and prducts. The University may in any particular case, but at its sle discretin, take such steps as it deems apprpriate t secure such vendr s fulfillment f any bligatins undertaken in cnnectin with any Department-spnsred r Student-spnsred travel r t secure refunds frm vendrs with respect t services r prducts nt prvided r nt prperly prvided, but the University assumes n bligatin t take such steps and n liability in cnsequences f its ding s. The University assumes n bligatin t make refunds t students in the event that any such travel is cancelled, pstpned r altered. 8 P a g e

9 Travel Agency The travel agency r tur peratr (if any) shall be required t carry adequate liability insurance and/r shw prf f adequate liability cverage by insurance carriers authrized t d business in the Cmmnwealth. Ldging The hst Department Head r designee and the student traveler are expected t incur the least expense t the University when a selectin f rms and rates are available. The Department Head r designee is expected t take advantage f reduced rates by making reservatins early; and, shuld seek the special rate, such as gvernment r university rate. The Department Head r designee shall prvide the Administratin & Finance Office with a Vendr ID number r a cmpleted Frm W-9 (Appendix I) fr payments made directly t the htel. The Department Head r designee shuld btain the htel's cancellatin plicy at the time f bking. Htel cancellatin charges caused by failure t cancel guaranteed reservatins are nt reimbursable. Student travelers may stay in a standard rm, single rm rate, at a nn-luxury htel. Student travelers shuld be aware f the htel's late check-in prcedures. Student travelers shuld request and recrd the htel reservatin number in case f billing disputes and t expedite the check-in prcess. When traveling t a cnference, the University assumes student travelers will stay at the hsting htel even if the rate exceeds a nn-luxury htel rate. If there is a chice f hsting htels, travelers are expected t stay at the least expensive prperty. If the hsting htel is unavailable, persnal safety shuld be taken int cnsideratin when making an alternate chice f ldging. Accmmdatins shuld be suitably lcated and meet reasnable standards fr safety, cleanliness and cmfrt. When traveling with a guest and ccupying a duble rm, the student traveler must indicate the single rm rate n the AUTHORIZATION TO PAY (Appendix A). If there is a difference between the single and duble rm rate, the student traveler is respnsible fr the difference. Htel amenities (i.e. laundry, phne calls, internet charges, in-rm mini bar refreshments and snacks, inrm mvies, rm service, spa/fitness fees, etc.) are cnsidered persnal expenses and are nt payable r reimbursable expenses. Htel parking is reimbursable if the traveler is staying at the htel r attending a pre-apprved event. Htel rm upgrades are nt reimbursable expenses. Student travelers may chse t upgrade a rm, but the difference in the price f the standard single rm rate and the upgrade is the student traveler's respnsibility. Htel rm upgrades must be explained n the AUTHORIZATION TO PAY (Appendix A) when submitting a student request fr reimbursement. Reasnable tips fr luggage assistance and husekeeping service are allwed when itemized. Taxes n htel bills are reimbursable. Meals Standard Meal Allwance Guidelines Standard Meal Allwances are nt applicable when meals are included as part f a registratin r ther general fee. Full Travel Status: Absent frm hme mre than 24 hurs. Persns shall be reimbursed as fllws fr meals when n full travel status (when absent frm campus fr mre than 24 hurs) as fllws: Travel begins: Befre 6:00 a.m. (entitled t a Breakfast, Lunch and Dinner reimbursement) Between 6:00 a.m. & nn (entitled t a Lunch and Dinner reimbursement) Between nn & 6:00 p.m. (entitled t a Dinner reimbursement) Travel ends: Between 6:00 a.m. & nn (entitled t a Breakfast reimbursement) Between nn & 6:00 p.m. (entitled t a Breakfast and Lunch reimbursement) After 6:00 p.m. (entitled t a Breakfast, Lunch, Dinner reimbursement) Partial Travel Status: Absent frm hme less than 24 hurs: 9 P a g e

10 Travel begins: Tw hurs befre wrking hrs (entitled t a Breakfast reimbursement) Travel ends: Tw hurs after wrking hurs (entitled t a Dinner reimbursement) Meal Allwance Rates (cvering actual meal expenses incurred including tips) will nt exceed the fllwing: Breakfast $ 8.00 Lunch $12.00 Dinner $20.00 A ttal per diem f $40.00 is allwable fr travel status f 24 hurs r mre. Missed Cnnectins It is the respnsibility f each student traveler t be aware f and adhere t departure times. Participants wh miss travel cnnectins are persnally liable fr any csts incurred in securing substitute transprtatin. Mdes f Transprtatin Air Travel The hst Department Head r designee shall cmpare airline rates and take advantage f the lwest available pricing fr the lcatin and date f travel. Student travelers are expected t purchase the lwest-priced, cach airfare. The University will nt reimburse upgrades t Business and First Class seating. Upgrading the class f airfare tickets is nt an allwable expense reimbursement and therefre nt permitted unless the traveler pays the incremental difference. Free upgrades are permitted but must be nted as such n the AUTHORIZATION TO PAY (Appendix A) fr students and n the TRAVEL REIMBURSEMENT (Appendix G) fr University emplyees and graduate students under stipend. The University will nt reimburse tickets purchased with frequent flyer miles. Frequent flyer mileage prgrams shuld nt influence the traveler's flight selectin r ruting. Since cancellatin fees can be substantial nce bkings are made, travelers are encuraged t bk as far ahead f the departure date as pssible nce travel plans are firm. Making airline reservatins twenty-ne (21) days in advance and bking ver a Saturday night can save up t seventy percent (70%). Saturday night stay ver is encuraged when net savings exceeds seventy-five dllars ($75) r mre. Travelers must dcument the savings fr a Saturday night stay ver. If it is necessary t cancel a trip, the traveler shuld ask the issuing agency r airline abut the terms and cnditins that apply fr future trips. Penalties impsed as a result f canceling a ticket r fees assessed fr reissuing a nn-refundable ticket are nt allwable expense reimbursements, except in a case where a penalty is impsed as a result f canceling a ticket due t University business reasns and extenuating circumstances are dcumented in writing and apprved by the University Administratin & Finance Office. Lst r stlen airline tickets are nt a reimbursable expense. Student travelers shuld cntact the issuing travel agency r airline. Grund Transprtatin Mtr vehicles needed fr University business use are acquired thrugh purchase, lease, lease-purchase, state and federal surplus prperty surces and thrugh dnatin. Vehicle acquisitin must be recmmended by a department head/directr thrugh the budgetary prcess and thse which are apprved must be prcured in accrdance with the University s Purchasing Plicy. Operatrs may nly transprt passengers traveling n University business. Operatrs are subject t all state and municipal traffic laws and regulatins and are persnally respnsible fr traffic vilatin penalties. The University cannt reimburse the cst f fines fr traffic r parking vilatins; any such fine incurred will be charged t the persn t whm the vehicle was made available. Vehicles may be used fr University business nly. Pleasure riding r use f vehicles fr persnal business is abslutely frbidden. Vehicles may nt be used fr ut-f-state travel withut prir apprval f the department head. Misuse f a vehicle - The fllwing are infractins f the University vehicle use plicy: Allwing an unauthrized persn t perate the vehicle. 10 P a g e

11 Driving withut a valid mtr vehicle peratr license f the apprpriate class fr use f vehicle. Imprper parking f the vehicle, which includes the parking f vehicles in tw znes, fire lanes and sidewalks n University prperty. Reckless abuse f the vehicle which includes the use f the vehicle fr a purpse it was nt intended and the intentinal physical abuse f the vehicle. Use f a vehicle fr any unauthrized purpse, including persnal use. Use f the vehicle in an unsafe r unlawful manner including but nt limited t vilatin f state mtr vehicle laws, failure t use and t ensure that all passengers use all available safety equipment and perating the vehicle while impaired. Persnal Vehicles The University assumes n liability fr a student chsing t ride in a private vehicle t r frm any ff campus destinatin. Participants wh travel in persnal vehicles d s at their wn risk. The University des nt prvide insurance cverage fr students perating a privately wned vehicle. The wner/driver is slely respnsible fr autmbile insurance cverage. The wner/driver will be respnsible fr the deductible prtin f the wner s/driver s cllisin cverage. University-Owned Vehicles A mileage lg must be maintained fr each University-wned vehicle, identifying the date and purpse f each trip and the beginning and ending dmeter reading. Accidents invlving University-wned vehicles - Any accident in which a University-wned vehicle is invlved must be reprted immediately t the University Department f Public Safety. Damage Claims t University Vehicles - Damage csts shall be paid frm the department/trust fund budget t which the vehicle is assigned. Insurance n University-wned vehicles - The University's fleet insurance plicy is primary, i.e.; it prvides full value liability and cllisin insurance. Fr accidents invlving University-wned vehicles used fr University business, the driver's persnal autmbile insurance becmes secndary cverage. The driver will nt be respnsible fr any deductible while the University's primary i n s u r a n c e is in place. It is pssible that the University s fleet plicy limits culd be exceeded in extrardinary cases. If a student is authrized t use a University-wned vehicle fr business purpses and an accident ccurs while the student is using the vehicle fr persnal business, the University's fleet plicy will nt prvide cverage. Operatrs must be emplyed by, r wrking n behalf f, the University and have a valid driver's license t be cvered by the University's fleet insurance plicy. Reimbursement will be allwed fr necessary expenses, such as charges fr fuel, il, garaging, parking fees, and tll charges. Travelers may arrange fr the use f a leased/rented vehicle thrugh the hst Department Head r designee. University van reservatin infrmatin is available t University emplyees in MyWestfield n the Student Services Tab n the Campus Center Channel under Campus Center Cntact Infrmatin at Accidents invlving leased r rental vehicles must be reprted immediately t the University Department f Public Safety as well as the hst Department Head r designee wh arranged fr the leased r rented vehicle. Leased/Rental Vehicles Damages t nn-university vehicles caused by a University vehicle - Vehicle damage settlement claim csts are t be paid frm the budget frm which the vehicle was purchased r assigned. Operatrs shall be at least 21 years f age, hld a valid driver s license, and have passed the University inhuse certificatin prgram and cmply with all f the rules, regulatins and prcedures f this prgram. Operatrs shall nly transprt passengers traveling n University business. Rental Insurance - The University requires the purchase f Cllisin Damage Waiver (CDW) insurance when renting a mtr vehicle fr University business. Vehicle insurance cvered by the University lease r rental agreement is primary, i.e.; it is required t prvide full value liability and cllisin insurance. Fr accidents invlving leased r rented vehicles used fr University business, the driver's persnal autmbile insurance becmes secndary cverage. The hst department will be respnsible fr any deductible while the leased r rented vehicle s primary insurance is in place. It is 11 P a g e

12 pssible that the leased r rented vehicle insurance cverage limits culd be exceeded in extrardinary cases. If a student is authrized t use a University-leased r rented vehicle fr business purpses and an accident ccurs while the student is using the vehicle fr persnal business, the leased r rented vehicle insurance plicy will nt prvide cverage. The driver's persnal autmbile insurance wuld then be the primary cverage. The leased vehicle insurance plicy becmes secndary cverage. Other Grund Transprtatin Student travelers are expected t travel via the least expensive, mst direct, and efficient means available. This includes taxis, limusines, transprter services, and rail service. Any mde f transprtatin that exceeds the csts f a custmary taxi charge are allwed nly when justified business reasns preclude the use f mre ecnmical mde f transprtatin. Limusine and transprter services are allwed as reimbursable expenses nly if the cst is less than, r equal t, the cst f a custmary taxi charge; and, receipts are available t dcument the expense. Rail service as an acceptable means f transprtatin when financial savings are achieved. Students traveling t the same destinatin shuld cnsider sharing transprtatin whenever pssible. Taxi service is allwed as reimbursable expenses when receipts are submitted t dcument the expense. Slicitatin N student may slicit r ffer student trips (Department-spnsred r Student-spnsred) as an independent representative f a travel agency r tur peratr (see Westfield State University Administrative Plicy #0500, Campus Sales and Slicitatin Plicy). Travel Advance Prir t the date f departure, the hst Department Head r designee may arrange fr payment t the student traveler r Vendr in advance fr the fllwing expenses: Prepayment r depsit fr cnference/wrkshp registratin. Airfare (nly in cases where airfare is an allwable expense) A ne-night depsit fr htel accmmdatins Seventy-five percent (75%) f the predetermined meal allwance, where allwable, fr trips invlving five (5) cnsecutive days r mre. T receive advance payment fr a University undergraduate student, an AUTHORIZATION TO PAY (Appendix A) must be cmpleted and submitted with acceptable receipts r dcumentatin. T receive advance payment fr a University emplyee r graduate student under stipend, the TRAVEL ADVANCE PAYMENT (Appendix F) must be submitted with acceptable receipts r dcumentatin. Student travelers must prvide, in advance, cnference infrmatin indicating whether meals are included with the registratin csts and dates & times f departure and return, in rder t calculate meal allwances. Reimbursements fr student travel shall be cnsistent with Westfield State University Administrative Plicy #0300 Reimbursement f Persnal & Petty Cash Funds. Student travelers are respnsible fr returning any cash advance issued by the University in excess f substantiated expenses within fifteen (15) days after cmpletin f their trip. Travel Reimbursement Student reimbursement where allwable ccurs after the hst Department Head r designee initiates a BANNER PURCHASE REQUISITION r submits a REQUEST TO PURCHASE (Appendix B) fllwed by submittal f an apprved AUTHORIZATION TO PAY (Appendix A). Graduate students paid a stipend are cnsidered emplyees under University travel guidelines and are therefre reimbursed upn the hst Department Head r designee submittal f an apprved REQUEST TO TRAVEL (Appendix D) fllwed by submittal f an apprved TRAVEL REIMBURSEMENT (Appendix G). Fr meal reimbursement, when cnference/wrkshp prgram dcumentatin des nt indicate that meals are included with the registratin fee, the TRAVELER MEAL CERTIFICATION STATEMENT (Appendix H) must be 12 P a g e

13 signed and submitted with the AUTHORIZATION TO PAY (Appendix A) and the TRAVEL REIMBURSEMENT (Appendix G). The Department Head r designee shall submit the cmpleted AUTHORIZATION TO PAY (Appendix A) t reimburse an entitled student r the TRAVEL REIMBURSEMENT (Appendix G) t reimburse an entitled graduate student under stipend, t the Finance Office, within 45 calendar days frm the end date f travel. All reimbursable receipts claimed must be attached. Reimbursement will nly be made fr riginal, itemized receipts. Phtcpied receipts cannt be accepted. A credit card receipt listing the ttal cst cannt be accepted. The AUTHORIZATION TO PAY (Appendix A) and the TRAVEL REIMBURSEMENT (Appendix G) which are expected t dcument nly allwable reimbursement requests, must be submitted in U.S. Dllars with an explanatin and translatin f any internatinal receipts and their cnversins. When calculating cnversin rates, student travelers must use the currency rates that were in effect when the travel tk place. Therefre, currency receipts shuld be saved and used fr cnverting internatinal currencies back t U.S. Dllars. By using a majr credit card when traveling internatinally, the cnversin is cared fr autmatically. Internatinal Amunt x Exchange Rate = U.S. Dllars U.S. Dllars x Exchange Rate = Internatinal Currency Amunt Rates may be btained frm the 0 and A Currency Cnverter web site. Travel reimbursement cannt be charged t any petty cash funds. Student travelers must repay any imprper reimbursement received within fifteen (15) calendar days after receipt f a written ntice frm the University. A student wh wishes t appeal the audit review finding shuld cntact the Finance Office. U.S. Internal Revenue Service Requirements T insure that reimbursements fr travel d nt becme reprtable taxable incme t travelers, the fllwing prcedures are in effect: Reimbursements and advances will be made fr University business expenses nly. Travelers must prvide riginal receipts when seeking reimbursement. Receipts must cntain the dllar amunt, time, use, and business purpse f expenses in a timely manner, nt t exceed frtyfive (45) days after the expenses are incurred. Travelers must return any advance amunt in excess f substantiated expenses within fifteen days after cmpletin f the trip. Summary f Reimbursable and Nn-reimbursable Expenses Reimbursable Expenses (examples, nt all-inclusive): Airfare bked at lwest available cach fare Cnference registratin fee Grund transprtatin (taxi, bus, subway, airprt shuttle, etc.) Ldging in a standard rm, single rm rate, at a nn- luxury htel including all taxes Meals while n travel status at current rates established by the University Mileage where allwable will be reimbursed at the standard mileage rate established by the University. (Print and attach a MapQuest directin page indicating destinatin and distance when submitting a mileage reimbursement request n the AUTHORIZATION TO PAY (Appendix A) r TRAVEL REIMBURSEMENT (Appendix G). Dates f travel and purpse must als be included. If mileage is submitted fr numerus travel dates, a separate sheet may be attached fr each trip. Parking and tlls including airprt and htel parking Reasnable tips (20%) fr business meals, husekeeping service, luggage assistance, and taxi Rental f a cmpact, ecnmy, r mid-sized autmbile r van VISA fees fr internatinal travel Nn-Reimbursable Expenses (examples, nt all-inclusive): Air travel life insurance; trip cancellatin insurance Airline stpver charges r additinal reruting f air flight made fr persnal cnvenience Air-phne usage Articles and/r cash stlen r lst Car rental charge ver the mid-sized rate unless directed by a specific physical r medical reasn Driver's license r renewal fees 13 P a g e

14 Fees fr persnal credit cards, fees r charges including liability insurance fr lst card use by third parties. Gasline and ther perating expenses fr persnal vehicles Nn-authrized traveler expenses i.e., spuse, children, guest, etc. Optinal trip insurance Passprt & passprt phts Persnal expenses i.e., laundry/dry cleaning, tiletries, salns/barbers, city turs, glf, cuntry club dues, health and fitness fees, pet care, she shine, suvenirs, persnal entertainment, baby-sitting, htel in-rm mvies, mini-bar services, newspapers, persnal phne calls, and damaged attaché r luggage. Traffic r parking vilatins and fines; curt fees Transprtatin when nt n travel status Unauthrized trips r entertainment Waiver The University reserves the right t require, as a cnditin f any student s participatin in Department-spnsred r Student-spnsred travel, a University student (r a parent r guardian f a minr), t sign a WAIVER (Appendix J) f all claims against the University and its emplyees fr liabilities that may arise ut f such travel. Exceptins Athletic Team Travel The fllwing Athletics Department Plicy is in effect t facilitate Athletic team travel. Varsity athletic teams travel t and return frm cntests (and practices as needed) in buses and/r vans. The Athletics Department charters buses annually thugh the University-apprved bid prcess. Bids are received and evaluated by the departments f Athletics and Purchasing. Bids are evaluated by a number f written factrs, price and safety being mst imprtant factrs. Plicies and prcedures established by the bus cmpany must be fllwed. Caches traveling with their team are respnsible fr leaving the bus last and making sure it is clean. The Athletics Department leases and rents vans n an as-needed basis. Athletics Department caches are expected t drive all vans utilized fr Athletic trips. The Department Head r designee may make an exceptin fr student drivers wh have successfully cmpleted the University s Defensive Driver Curse. Drivers must be 21 years f age r lder and pssess a valid driver s license. Drivers may nt carry mre than 12 peple plus baggage in a 15-passenger van. Drivers must bey all traffic laws including speed limits. Passengers may nt exceed the maximum capacity f any vehicle. Seat belt use is required f all passengers at all times when the vehicle is mving. Strage cntainers may nt be fixed t the exterir f any vehicle and twing a trailer is prhibited. Students may nt drive n lng distance trips between 12 midnight and 6:00 a.m. Teams traveling lng distance are nt authrized t travel mre than 13 hurs withut stpping vernight fr at least eight hurs. In every travel situatin, the Department Head r designee shall be aware f and pre-apprve all travel. Safety is the primary cncern when planning student-athlete travel/trips. In the event f extreme adverse weather cnditins, student-athlete travel will be pstpned. Caches travel with their team unless they are cleared by the Department Head r designee. Student athletes must travel with their teams, prtal t prtal. Alchlic beverages are nt allwed n any vehicle wned by, rented by, leased by, chartered by, in the custdy f, r under the cntrl f Westfield State at any time. Entry fees fr away cntests are paid in advance thrugh the Banner Requisitin prcedure. 14 P a g e

15 Fr student-athlete ldging, the Athletics Department uses utside vendrs t assist in lcating amendable team htels and mtels. A rming list is submitted in advance. Telephne and mvie services are turned ff in rms s charges are nt allwed. Caches are required t submit an itinerary in advance t the Directr r Assciate Directr f Athletics. Team rules are explained t each team by the cach when n vernight trips. These rules include a n guest plicy and a curfew. Meal mney is prvided by the Athletics Department fr student-athletes, caches and athletic trainers traveling with teams. Fr trips requiring ne-half day f travel, $7.00 per persn is issued. Fr trips that requiring ne full day f travel, $15 per persn is issued ($3.00 Breakfast, $5.00 Lunch and $7.00 Dinner). A ttal per diem f $20.00 a day, r mre, is allwable fr student-athletes traveling t participate in Natinal Cllegiate Athletic Assciatin (NCAA) cmpetitin. Fr internatinal travel, vendrs are hired by the Athletics Department t bk all travel utside f the cntinental United States fr travel squads which include administratrs, caches, managers, studentathletes, and certified r student-athlete trainers as needed. Dmestic Exchange Student traveling n dmestic exchange must receive apprpriate University apprval by their Department Head and the directr f the Westfield State University Internatinal Prgrams Office prir t departing fr dmestic exchange. Fr all requirements and rules gverning the Westfield State University dmestic exchange, including the Natinal Student Exchange Prgram, visit the Westfield State University IPO website and cntact the directr f the Westfield State University Internatinal Prgrams Office. Educatin Abrad Student travelers must receive apprpriate University apprval by their Department Head r the directr f the Westfield State University Internatinal Prgrams Office and the area hst Department Head/supervisr prir t traveling internatinally. Student Passprt and VISA expenses may r may nt be allwable reimbursements. Students are advised t cnsult with their Academic Department Head r the directr f the Westfield State University Internatinal Prgrams Office. Fr all requirements and rules gverning the Westfield State University Educatin Abrad Prgram, visit the Westfield State University IPO website and cntact the directr f the Westfield State University Internatinal Prgrams Office. Federal Grant Travel Here is a summary f U.S. Office f Management and Budget requirements fr federal travel grant regulatins. Surce: Federal Grants Management Handbk, OMB CIRCULAR A-21 (Ctrl+Click t fllw link fr cmplete federal travel grant regulatins) r g t General Travel csts are the expenses fr transprtatin, ldging, subsistence, and related items incurred by emplyees wh are in travel status n fficial business f the institutin. Such csts may be charged n an actual basis, n a per diem r mileage basis in lieu f actual csts incurred, r n a cmbinatin f the tw, prvided the methd used is applied t an entire trip and nt t selected days f the trip, and results in charges, and is in accrdance with institutin's travel plicy and practices cnsistently applied t institutinal travel activities. Ldging and Subsistence Csts incurred by emplyees and fficers fr travel, including csts f ldging, ther subsistence, and incidental expenses, shall be cnsidered reasnable and allwable nly t the extent such csts d nt 15 P a g e

16 exceed charges nrmally allwed by the institutin in its regular peratins as a result f an institutinal plicy and the amunts claimed under spnsred agreements represent reasnable and allcable csts. Cmmercial Air Travel Federal regulatins prhibit the charging f business class r first class air travel t federallyspnsred prjects. Federally-spnsred trips must utilize U.S. flag carriers at the lwest available rates. In a case where a U.S. flag dmestic carrier is nt available r if ther than the lwest rates are charged, a letter r ntatin f justificatin must be included with the AUTHORIZATION TO PAY (Appendix A). Airfare csts in excess f the lwest available cmmercial discunt airfare, federal gvernment cntract airfare (where authrized and available), r custmary standard (cach r equivalent) airfare, are unallwable except when such accmmdatins wuld: require circuitus ruting require travel during unreasnable hurs excessively prlng travel greatly increase the duratin f the flight result in increased csts that wuld ffset transprtatin savings ffer accmmdatins nt reasnably adequate fr the medical needs f the traveler Where an institutin can reasnably demnstrate t the Spnsring agency either the nn-availability f discunt airfare r gvernment cntract airfare fr individual trips r, n an verall basis, that it is the institutin's practice t make rutine use f such airfare, specific determinatins f nn-availability will generally nt be questined by the gvernment, unless a pattern f avidance is detected. Hwever, in rder fr airfare csts in excess f the custmary cmmercial airfare t be allwable, e.g., use f first-class airfare, the institutin must justify and dcument n a case--by-case basis the applicable cnditin(s) set frth abve. Air Travel by ther than Cmmercial Carrier Csts f travel by institutin-wned, leased, r chartered aircraft, as used in this paragraph, includes the cst f lease, charter, peratin (including persnnel csts), maintenance, depreciatin, insurance, and ther related csts. Csts f travel via institutin-wned, leased, r chartered aircraft shall nt exceed the cst f allwable cmmercial air travel, as prvided fr abve. Federally-spnsred prject travel must adhere t University travel guidelines unless the spnsr impses greater restrictins. Student Gvernment Assciatin (SGA) Travel SGA-recgnized student clubs and rganizatins petitin SGA fr travel funding. SGA-recgnized student clubs and rganizatins are eligible fr ne hundred percent (100%) f cnference registratin expenses, fifty percent (50%) f ldging expenses, and fifty percent (50%) f University van transprtatin expenses. Airfare and meals are nt allwable expenses as per SGA By-Laws; hwever, the SGA Executive Cuncil will act n airfare requests when funding fr students attending academic cnferences is available frm nn-sga surces. This invlves a reimbursement prcess utside f SGA Finance Bylaw practices. SGA Office prfessinal staff members make all travel arrangements and prcess all payments fr students traveling n behalf f SGA-recgnized clubs and rganizatins. Mst SGA-funded travel is prepaid. 16 P a g e

17 APPENDIX A (Frm) - AUTHORIZATION TO PAY SECTION IV APPENDIX The AUTHORIZATION TO PAY is cmpleted by the hst Department Head r designee t authrize the University t payment a pre-apprved expenditure. This frm is available in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Purchasing & Accunts Payable). 17 P a g e

18 APPENDIX B (Frm) - BANNER REQUISITION OR REQUEST TO PURCHASE The BANNER REQUISITION r a REQUEST TO PURCHASE is cmpleted by the hst Department Head r designee t encumber Department funds. The BANNER REQUISITION frm is available in the MyWestfield prtal n the Finance and Develpment Tab in the REQ s and PO s Channel under Create a Requisitin. The REQUEST TO PURCHASE frm is available in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link under Purchasing & Accunts Payable. 18 P a g e

19 APPENDIX C (Frm) REQUEST TO TRAVEL fr Emplyees & Grad Students Under Stipend The REQUEST TO TRAVEL frm is prepared by the University emplyee r graduate student under stipend wh is seeking University apprval t travel. This frm is available t emplyees in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Travel Frms). 19 P a g e

20 APPENDIX D (Frm) STUDENT REQUEST TO TRAVEL The STUDENT REQUEST TO TRAVEL frm is initiated by the University student wh is seeking University apprval t travel. This frm is available in MyWestfield n the Campus Life Tab in the Student Travel Channel (see Travel Frms). 20 P a g e

21 APPENDIX E (Frm) TRAVEL ADVANCE PAYMENT The TRAVEL ADVANCE PAYMENT FORM is initiated by the hst Department Head r designee t authrize a University payment fr an allwable travel expense t be paid in advance fr a University emplyee r graduate student under stipend. This frm is available in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Travel Frms). 21 P a g e

22 APPENDIX F (Frm) TRAVEL REIMBURSEMENT The TRAVEL REIMBURSEMENT FORM is initiated by the hst Department Head r designee fr a University emplyee r graduate student under stipend wh is seeking a travel reimbursement payment. This frm is available in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Travel Frms). 22 P a g e

23 APPENDIX G (Frm) TRAVELER MEAL CERTIFICATION STATEMENT The TRAVELER MEAL CERTIFICATION STATEMENT is initiated by the traveler attending a cnference/wrkshp wh intends t seek a meal allwance (where allwable) fr meals nt included as part f the registratin fee. This frm is available in MyWestfield n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Travel Frms). 23 P a g e

24 APPENDIX H (Frm) W-9 A cmpleted Frm W-9 (fr a U.S. persn) r a Frm W-8 (fr a freign persn) is required by the University Administratin & Finance Office fr purpses f IRS reprting whenever a Vendr ID number has nt already been assigned t the payee by the University. These frms are available in the MyWestfield prtal n the Emplyee Resurce Tab in the Odyssey Channel under the Administratin & Finance link (see Purchasing & Accunts Payable). 24 P a g e

25 APPENDIX I (FORM) WAIVER The WAIVER frm is t be cmpleted by the student traveler and retained by hst Department Head r designee. This frm is available in MyWestfield n the Campus Life Tab in the Student Travel Channel (see Travel Frms). 25 P a g e