TRAVEL & NON-TRAVEL EXPENSE REIMBURSEMENT POLICY

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1 TRAVEL & NON-TRAVEL EXPENSE REIMBURSEMENT POLICY

2 Sacred Heart University Travel and Non-Travel Expense Reimbursement Policy Table of Contents Pages Introduction and Overview 1 General Reimbursement Guidelines 1-3 Travel Advances 3 Corporate Procurement Card 3 Travel Expenses 3-9 Non-Travel Expenses 9 Sales Tax Issues 9-10 Appendix A - Signature Authorization Limits 10-11

3 Sacred Heart University Travel & Non-Travel Expense Reimbursement Policy 1. Introduction/Overview a. Purpose This document provides guidelines and establishes procedures for employees incurring business travel and non-travel expenses on the University s behalf. b. Who Should Read This Policy Anyone seeking payment or reimbursement for Sacred Heart University travel and other business related expenses, as well as, individuals who initiate, review, approve, process or record financial transactions on behalf of the University. c. Scope This policy applies to all employees of Sacred Heart University. Specific areas within the University may, at their discretion, impose greater control than required by this policy, but never less. d. Website Address for This Policy: 2. General Reimbursement Guidelines The University will reimburse individuals for necessary and reasonable travel and non-travel expenses incurred in the conduct of official University business. The person who authorizes reimbursement is responsible for verifying that expenses are, in fact, necessary and reasonable (following the IRS Pub. 463 guidelines for an accountable plan He or she is also responsible for confirming the availability of funding sources that support the expenses and that appropriate documentation is provided. Requests for reimbursement are expected within a reasonable time frame, generally 10 business days of incurring the expense or returning from a trip. a. Accountable Plan Reimbursement for travel and non-travel expenses must comply with IRS reporting and documentation requirements for an Accountable Plan. The following Accountable Plan requirements must be satisfied: i. Business Connection -The plan can provide reimbursements or allowances only for otherwise deductible business expenses (such as travel, lodging or meals occurred in business) that are paid or incurred by individuals in connection with their performance of services as employees for the employer. 1

4 ii. Substantiation - The plan must require substantiation of the expenses being reimbursed through use of an expense log/ trip sheets and attachment of original receipts. The purpose of this record is to identify the specific nature of each expense and to allow the employer to conclude that the expense is attributable to its business activities. This documentary evidence should substantiate the business purpose of the expense including: the exact amount, date, time and location of any travel, meals or entertainment, the names, titles of individuals present and the specific University business discussed. Please see substantiation requirements bellow for meals and entertainment as presented in IRS Pub. 463 Table 2.01 (When Are Entertainment Expenses Deductible?) General rule You can deduct ordinary and necessary expenses to entertain a client, customer, or employee if the expenses meet the directly-related test or the associated test Definitions Entertainment includes any activity generally considered to provide entertainment, amusement, or recreation, and includes meals provided to a customer or client. An ordinary expense is one that is common and accepted in your trade of business. A necessary expense is one that is helpful and appropriate. Tests to be met Directly-related test Entertainment took place in a clear business setting or Main purpose of entertainment was active conduct of business, and You did engage in business with the person during the entertainment period, and You had more than a general expectation of getting income or some other specific business benefit. Associated test Entertainment is associated with your trade or business and Entertainment is directly before or after substantial business discussion. iii. Return of Excess Advances - The plan must require employees to return any advances that exceed substantiated business expenses within a reasonable period of time, generally 10 business days. Any excess not actually returned, will be treated by the University as compensation to the employee and is subject to income and payroll tax withholding like any other compensation. 2

5 b. Authorization The individual at the department authorized to approve for the account being charged approves all travel and non-travel business expense reimbursement requests within dollar limits set by Appendix A. Employees may not approve expense reimbursements for themselves. No matter who fills out and approves the form, the requisitioner is responsible for its preparation, accuracy and compliance with University policy (or grant or contract terms). Proof of travel is required for reimbursement. 3. Travel Advances Travel advances may be issued while on specific University business. The size of the advance must not exceed $500 except for extensive foreign travel, student activities and athletics travel. Travel advances will not be issued for nominal amounts. Travel advances may not be used for any personal expenses or activities. If the funds are lost or stolen, it is the personal responsibility of the traveler to replace these funds. A travel advance is requested by submitting an expense voucher for the amount requested. The return of any excess (unsubstantiated) travel advances must occur at the conclusion of the trip not to exceed 30 days generally, 10 business days. The general rules regarding advances are: An advance request will be accepted anytime, but the check will not be released to the employee until 5 days prior to the event. Advances must be settled at the end of the trip. An additional advance cannot be given to an individual who already has an advance outstanding. 4. Corporate Procurement Card The University has a Corporate Procurement Card program which allows those employees with significant travel to participate. The monthly statement for this card is reviewed and approved by the cardholder s supervisor. (Please see procurement card policy for details at Most travel related expenses should be paid using the Corporate Procurement Card where available. (See Section 3 of this policy). 3

6 5. Travel Expenses a. Transportation i. Air - Travelers are expected to book coach class airfare. Business class or first class travel will be reimbursed only upon advance approval of the President of the University. ii. Car Rental Travelers on University business may rent a vehicle with prior approval to reach their destination when driving is more economical than air travel, or when driving is necessary to transport large or bulky material. Travelers will not be reimbursed for premium category rental cars. An exception can be made if traveling with three or more people who are on University business. Reimbursable costs include daily rental fees, gasoline charges, and tolls. Non-reimbursable costs include, but are not limited to, vehicle repairs, parking tickets, fines and traffic violations. Please contact purchasing for preferred vendors. Travelers should decline any additional insurance coverage offered by rental companies; it duplicates insurance already provided by the University. If you choose to accept the daily additional insurance, these charges will not be reimbursed. iii. Private Automobile - When travel by a private automobile is desirable to save time, to transport equipment or to reduce costs when a number of persons are traveling together, reimbursement will be made at the standard University mileage rate ($0.54 as of 1/1/YY). This rate covers the use of the vehicle and gasoline. The total auto reimbursement should not exceed equivalent air coach fare or other reasonable available transportation. Mileage reimbursement will be made on the basis of the most direct route between the point of origin and the destination of the trip. Mileage reimbursement does not apply to employees receiving an auto allowance. Additional reimbursement will be made for tolls and reasonable parking fees. The University will not reimburse for parking tickets, fines and traffic violations. No reimbursement will be made for the cost of repairs to the vehicle whether they result from the traveler s actions or the actions of others. It is the responsibility of the owners of the vehicle being used for business to carry adequate insurance coverage for their protection and for the protection of any passengers. The use of a privately owned vehicle to go from one local office to another (i.e. the Oakview and Cambridge campuses) is not considered a travel expense and will not be reimbursed by the University. Further, the University will not reimburse for travel that is less than 5 miles one way. In addition, commuting miles are not reimbursable. iv. Other Ground Transportation - Rail travel may be used whenever the traveler finds it practical and cost-efficient. Travelers will be reimbursed for ground transportation to and from airports and railroad stations plus reasonable tips when such service is not included in air and rail fares and where public transportation is not practical. This policy includes transportation between hotels, railroad stations, airports or meetings. 4

7 b. Lodging University employees traveling on business should stay at a hotel that is close to the location of business. Luxury hotels (i.e. Four Seasons, Ritz-Carlton, etc.) are not permitted and will not be reimbursed. Many times a meeting is held in a hotel and, as part of the meeting arrangements, the hotel is included or negotiated at a discount rate. This is an acceptable alternative. Actual cost of reasonable accommodations will be reimbursed with proper documentation; however, costs in excess of the usual and customary rate for the locale will require suitable justification. It is the traveler s responsibility to notify either the hotel or the agency through which the reservation was made when room reservations need to be canceled. Travelers should request and record the cancellation number in case of billing disputes. Travelers will not be reimbursed for no show charges. In general, personal expenses incurred while traveling will not be reimbursed. In particular, in-room alcoholic beverage services, babysitting, movie or game rentals and tickets for sporting or other recreational activities are not reimbursable and must be paid with personal funds. (see g. non reimbursable travel expenses) c. Conference Registration Fees Registration fees should be paid in advance of a trip by submitting a purchase requisition along with the original receipt and one copy of the registration document. Payment by Corporate Procurement Card is preferable if possible. Employees who pay a registration fee out of personal funds will be reimbursed upon documentation of proof of payment, the registration document, and record of attendance. A copy of the registration document alone is not sufficient as proof of payment. d. Meals i. Actual and Reasonable - Personal meals are the meal expenses of travelers who are on a business trip. Travelers will be reimbursed for personal meal expenses according to actual and reasonable costs. Original receipts are required. Photocopies and restaurant tear tabs are not acceptable as documentation. All meals must be documented as to the attendees, titles and the business purpose. Expenses for spouses in attendance at a meal are not approved unless an explanation is provided in writing that there is a University business purpose (refer to substantiation Table 2.1 IRS 463 Pub.) Expenses for a spouse must be approved by a Vice President or the President of the University as appropriate. Approved expenses for spouses must be clearly identified on reimbursement/expense documentation for proper tax treatment. ii. Gratuities - Travelers will be reimbursed for reasonable gratuities on meals. Tips appropriately range between 15% 20% before local taxes. Tips over 20% will be considered excessive and will not be reimbursed. Gratuities for meals should be included as part of the cost of the meal on the expense report. 5

8 iii. Senior Level Attendees - The person who is most senior at a meal (or other event) should pay for those expenses so the approval for that expense is made at the highest level. For instance, if a Senior Manager is at an event attended primarily by his/her direct reports, then the Senior Manager should pay for all expenses and submit those expenses to his/her supervisor for approval. Conversely, if a Senior Manager is a guest at an event hosted by a subordinate for the subordinate s department, then it is acceptable for the subordinate to pay for the expenses and submit them to the Senior Manager for approval. e. Business Entertainment Business entertainment expenses including sporting events, when a business discussion takes place during, immediately before, or immediately after the event that will be reimbursed: With prior approval from appropriate signing authority If the person(s) entertained has/have a potential or actual business relationship with the University; and If the business discussion will benefit the University. f. Other Reimbursable Travel Expenses Travelers will be reimbursed for the following reasonable miscellaneous expenses incurred while on University business: Business office expenses (fax, copy services, telegrams/telexes, etc.) Business phone calls Personal phone calls-10 minute maximum Currency conversion fees Overnight delivery/postage International phone calls can be extremely expensive. Discretion should dictate that personal phone calls are of the shortest possible duration, not to exceed 10 minutes All upgrades in travel accommodations (Business or First Class air, rail, lodging) must be pre-approved by the President of the University in advance 6

9 Table 1-1. Travel Expenses You Can Deduct (IRS Pub. 463) IF you have expenses for... Transportation Taxi, commuter bus, and airport limousine THEN you can deduct the cost of travel by airplane, train, bus, or car between your home and your business destination. If you were provided with a free ticket or you are riding free as a result of a frequent traveler or similar program, your cost is zero. fares for these and other types of transportation that take you between: The airport or station and your hotel, and The hotel and the work location of your customers or clients, your business meeting place, or your temporary work location. Baggage and shipping Lodging and meals tips sending baggage and sample or display material between your regular and temporary work locations. your lodging and meals if your business trip is overnight or long enough that you need to stop for sleep or rest to properly perform your duties. Meals include amounts spent for food, beverages, taxes, and related tips. See Meals for additional rules and limits. tips you pay for any expenses in this chart. g. Non Reimbursable Travel Expenses Travelers will generally not be reimbursed for miscellaneous expenses listed below. This is not an allinclusive list; it serves only as a sample for reference: Airline club membership dues Airline phone usage Auto repairs (personal) Babysitting Barbers and hairdressers 7

10 Clothing and toiletry items Expenses related to vacation or personal days taken before, during, or after a business trip Fees for cash advances from credit cards or ATM s Golf fees (unless they serve a business purpose) Hotel health club fees Loss or theft of cash advance money or airline tickets Loss or theft of personal funds or property Lost baggage Luggage and briefcases (purchased) Magazines, books, newspapers, personal reading materials Medical expenses while traveling Mini-bar alcohol and refreshments Movies/Video game rentals (hotel in-house movies and video game charges) No show charges for hotel or car service Optional travel or baggage insurance Parking tickets or traffic violations Personal accident insurance (domestic) Personal automobile maintenance expense Personal entertainment, including sports events Personal property insurance Personal telephone calls in excess of reasonable calls home Pet care Saunas, massages, shoe shine Souvenirs or personal gifts U.S. traveler s check fees h. Vendor Provided Travel To comply with the University s Conflict of Interest Policy, University employees should not accept lodging or commercial air travel from vendors. 8

11 i. Travel Funded by Grants Travel funded by Federal awards must comply with requirements of 2 CFR Part 220 (OMB Circular A-21) And are required by 49 U.S.C referred as Fly America Act to use United States Government air carrier service for all air travel and cargo transportation services funded by the United States Government. Also, certain expenditures (e.g. alcohol) are unallowable in accordance with cost principles outline in the Circular A-21 and cannot be charged to federal grants. 6. Non-Travel Expenses a. Meal Expenses for Travel Not Requiring an Overnight Stay / Business Meals One-day meal expenses may not be reimbursed unless: When, for confidentiality reasons, business must be conducted off University premises When authorized by supervisor for reward, recognition or other appropriate business purpose Employees will be reimbursed for business meal expenses according to actual and reasonable costs. Original receipts are required for reimbursement. Photocopies and restaurant tear tabs are not acceptable as documentation. All meals must be documented as to the attendees and the business purpose. b. Professional Dues Dues for membership in professional societies and organizations that are required to fulfill the employee s assigned duties are reimbursable. c. Employer-Employee Relations Activities Examples of items in this classification include employee morale activities such as summer picnic, anniversary celebration or retirement party. It is important to identify the purpose of the employeremployee relations expenditure and the names of the individuals or groups involved. Parties that are personal in nature, such as birthday parties or baby showers will not be reimbursed. 7. Sales Tax Issues Meals & lodging are common travel expenses that are often subject to sales taxes, occupancy taxes, gross receipts taxes, excise taxes or value added taxes. Tax treatment is based on facts, circumstances, and the laws in the jurisdiction where the transaction occurs. Facts vary and tax laws, regulations and interpretations are subject to change. Therefore, there is no travel-related expense that is uniformly tax exempt. 9

12 a. In-State Exemption from Connecticut State sales tax for purchases of meals or lodging requires that 1) expense is incurred for University business; 2) a properly completed Connecticut State Exempt Organization Certificate, CERT-112 (available on Public Folders under Business Office Travel Information) is presented at time of purchase; and 3) payment is made directly by the University. Payment by personal credit cards does not generally meet that condition. However, most Connecticut vendors will accept the Corporate Procurement Card with Sacred Heart University s name on it. Cert-112 allows an exempt entity to purchase meals or lodging, or both, tax exempt for a single event and may not be used for repeat purchases. b. Out-Of-State Certain lodging and meal expenses incurred while traveling on University business trips may be exempt from state sales tax provided the following three conditions are met: the state allows an exemption for meals and/or lodging expenses the University holds a state tax exemption certificate in the state of travel, where required the University makes payments directly to the hotel or restaurant using a University credit card or check The list of states in which the University currently qualifies for travel related sales tax exemption (and/or the documentation required for state sales tax exemption) is provided on Public Folders under Business Office Travel Information. 10

13 Effective Date: January 1, 2016 Appendix A Disbursement Authorization Limits Minimum Authorization* Transactions to $5,000,000 Transactions to $250,000 Transactions to $50,000 Transactions to $10,000 Transactions to $5,000 Transactions to $1,000 Transactions to $500 President President OR Senior Vice President for Finance & Administration OR (in the absence of the President) Joint signatures of Senior Vice President for Finance & Administration AND Provost & Vice President for Academic Affairs Provost & Vice President for Academic Affairs Vice Presidents Assistant Vice President, Dean, Associate Vice President, Executive Director, Executive Assistant to the President, University Librarian, Athletic Director, Enrollment Planning & Student Affairs Divisional Budget Director, Associate Dean of Students, Registrar, General Manager WSHU Associate/Assistant Dean, Director, Department Chair Associate/Assistant Director, Manager *Lower dollar levels can be established internally. **Authorizations are to be obtained within departmental/divisional hierarchies and are determined by SHU employee job titles. ***Check university website for updates to authorization limits. Limits listed are as of the date at the top of this page. See for most current information. 11

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