BUSINESS AND TRAVEL EXPENSE POLICY

Transcription

1 BUSINESS AND TRAVEL EXPENSE POLICY This Plicy replaces previusly separate Plicies entitled Travel Expense and Business Expense 1

2 STEVENS INSTITUTE OF TECHNOLOGY BUSINESS AND TRAVEL EXPENSE POLICY TABLE OF CONTENTS Business and Travel Expense Plicy TABLE OF CONTENTS...2 I. WHO SHOULD READ THIS POLICY?...3 II. DEFINITIONS...4 III. INTRODUCTION...6 IV. OVERVIEW...8 A. PURPOSE...8 B. GENERAL PROVISIONS...8 C. TRAVEL AUTHORIZATION D. REPORTING REQUIREMENTS E. ORGANIZATIONAL RESPONSIBILITY F. SHARING EXPENSES WITH EXTERNAL ORGANIZATIONS G. PURCHASING CARD H. SALES TAX INFORMATION V. SPECIFIC EXPENSE POLICIES A. INSURANCE, TRANSPORTATION, AND PARKING B. LODGING C. Travel per diem Optins Fr Emplyees Only D. ALCOHOL, MEALS, AND ENTERTAINMENT E. BUSINESS ENTERTAINMENT F. OTHER BUSINESS AND TRAVEL EXPENSES G. RELOCATION OF NEW EMPLOYEES VI. PAYMENT OF BUSINESS EXPENSES A. TRAVEL ADVANCES B. EXPENSE DOCUMENTATION Appendix A Cntact List and Useful Web Sites Appendix B - Cmmn Expense and Travel Object Cdes Appendix C Eurp Assistance Appendix D - Laws Applicable t Freign Travel

3 I. WHO SHOULD READ THIS POLICY? Business and Travel Expense Plicy Emplyees wh incur expenses n Stevens behalf, including thrugh use f the university purchasing card and ther direct payment mechanisms Emplyees wh travel n university business Emplyees wh supervise emplyees incurring university business expenses Emplyees wh make travel and ther arrangements r prepare expense transactins fr: University emplyees Prspective university emplyees University visitrs Students wh travel n apprved university business; r University spnsred cnventins, cnferences, r seminars Nn-emplyees such as independent cntractrs and cnsultants wh travel fr universityrelated business r incur expenses fr which the University has agreed t pay. Students travelling n university spnsred activities 3

4 II. DEFINITIONS These definitins apply t these terms as they are used in this Plicy Accuntable Plan An Internal Revenue Service (IRS) term fr a plan under which an emplyer reimburses an emplyee fr expenses and is nt required t reprt the reimbursement as taxable incme t the emplyee. The emplyee must dcument business purpse, substantiate expenses, and return any amunt in excess f substantiated expenses t the emplyer. Away frm Hme Generally, fr purpses f business expenses, hme is defined as the persn s regular place f business, nt his/her persnal residence. Travel expenses qualify as business expenses nly if the traveler is away frm hme at a temprary wrk site. Capital Assets A permanent item with an acquisitin cst f $5000 r mre and a life span f mre than ne year that is held fr purpses f furthering the Institute s missin and nt fr investment r resale Cde Sharing Mechanism by which a U.S.-certified carrier leases space n an aircraft f a freign air carrier. Dmestic Travel Travel amng any f the fifty United States, its pssessins and territries 1. In the case f spnsred prjects, dmestic travel may be defined in the award dcuments. Freign Travel Freign travel is any travel t, between, r within cuntries utside the fifty United States and the U.S. pssessins and territries. Incidentals An Internal Revenue Service (IRS) term fr minr expenses included in the per diem rate fr meals and incidentals (M&I). Minr expenses include tips, mailing expenses, etc. Official Travel Travel n apprved university business between hme (i.e., regular place f business) and anther destinatin. Travel between ne s persnal residence and ne s regular place f business is cmmuting, nt fficial travel. Ordinary, Necessary, and An expense is rdinary if it is nrmal and custmary. An expense is necessary if it is Reasnable Expense apprpriate and helpful t the business. An expense is reasnable if a prudent persn wuld incur the expense in similar circumstances. per diem Dmestic A specific daily rate t reimburse the living expenses f an individual when traveling fr business. The reginal rates are established by the federal gvernment fr travel within any f the cntinental United States. See freign per diems fr Hawaii and Alaska per diem Freign A specific daily rate t reimburse the living expenses f an individual when traveling fr business. The reginal rates are established by the federal gvernment fr travel utside the cntinental United States. Freign per diem rates are used fr Hawaii and Alaska. Persnal Expense An expense fr persnal items such as clthing, luggage, tiletries, newspapers, magazines, mvies, persnal insurance and ther items. Items cnsidered as persnal expense are described thrughut this Plicy; hwever, a listing f items included in this definitin is fund at IV.B. - General Prvisins. Prf f Payment Dcumentatin that reflects date, amunt, and that a payment was made (cash register receipt, credit card receipt, a bank r credit card statement, a cpy f a check, r a cancelled check). Receipt A written acknwledgement that smething has been received; sme receipts d 1 U.S. territries and pssessins include: The Cmmnwealth f Puert Ric, Guam, The U.S. Virgin Islands, American Sama, The Cmmnwealth f the Nrthern Mariana Islands, The Midway Islands, Wake Island, Kingman Reef, Navassa Island, Jhnstn Atll, Palmyra Atll, Baker, Hwland and Jarvis Islands 4

5 Spnsred Prject Substantiated Expenses Sufficient Dcumentary Evidence Temprary Wrk Site Travel Advance Travel Expenses Travel Status U.S. Flag Carrier nt include key infrmatin required by accuntable plan rules such as date, amunt, descriptin f gd r service, etc. A signed award (grant, cntract, r cperative agreement) under which the university agrees t perfrm a certain scpe f wrk fr an external spnsr. An IRS term under the accuntable plan rules that requires dcumentatin as t amunt, time and place and business purpse and evidence that the expenses were incurred r paid. Infrmatin and dcumentatin that, when taken as a whle, substantiates the expense and business purpse under the accuntable plan rules. Sufficient dcumentatin shuld include wh, what, when, where, why, and hw much. An IRS term fr a wrk lcatin away frm an individual s regular wrk site. Travel expenses qualify as business expenses nly if the traveler is away frm hme at a temprary wrk site. Payment made t r n behalf f a traveler prir t travel, and recrded in a receivable accunt in the university s accunting system. Fr tax purpses, the rdinary, necessary, and reasnable expenses f traveling away frm hme t a temprary wrk site. A Stevens emplyee is cnsidered n Travel Status while traveling directly t and returning frm business travel destinatins and while staying in thse destinatins fr business purpses. An emplyee is nt n travel status while engaged in persnal travel in cnjunctin with business travel, whether that persnal travel is befre, during, r after the business travel. An air carrier that hlds a certificate under 49 U.S.C and whse service is authrized either by the carrier s certificate r by exemptin r regulatin. 5

6 III. INTRODUCTION Business and Travel Expense Plicy This dcument is meant t prvide a clear and cnsistent statement f the Stevens Business and Travel Expense Plicy. The Plicy applies t all faculty, staff, students and thers wh incur expenses while engaged in university business r related travel. The Plicy establishes respnsibilities and guidelines fr ensuring that travel and business expenses are valid, necessary, and in cmpliance with IRS, ther gvernment agency regulatins and the plicies f Stevens. It pertains t travel and business expenses supprted by any surce f university funds including, but nt limited t, central apprpriatins, designated funds, restricted gifts and endwment incme, spnsred agreements, student rganizatins and plant funds. Where spnsr, agency, r ther regulatins are mre restrictive than prescribed by this Plicy, the spnsr, agency, r ther regulatins will apply. Stevens management expects its persnnel t exercise gd judgment in cmmitting university funds. The University s principal revenue surces are frm students (tuitin, bard, and rm), frm dnrs (individuals, fundatins, industry, etc.) and frm research spnsrs (federal, state, lcal gvernment agencies, crpratins, and fundatins). Stevens is a nn-prfit institutin and a charitable tax-exempt rganizatin under Sectin 501(c)(3) f the Internal Revenue Cde. Because f this special tax-exempt status, Stevens must ensure that its funds are used t further its charitable purpses and that all expenses are reasnable bth in nature and amunt. Students and their parents, dnrs, gvernmental parties and the public are increasingly sensitive abut apprpriate activity and expenditures n behalf f tax-exempt rganizatins and it is very imprtant that we at Stevens manage ur resurces in an apprpriate manner. It is Stevens plicy t reimburse individuals and pay utside vendrs fr all necessary and apprpriate transprtatin and travel related csts incurred by faculty, staff, students, and thers in cnnectin with apprved university activities. Nn-cmpliance with this Plicy may result in disciplinary actin up t and including terminatin f emplyment. Actins that may be taken include, but are nt limited t, the fllwing: Reductin f purchasing card limits Terminatin f purchasing card privileges temprarily r permanently Remval f travel privileges temprarily r permanently, and/r Terminatin f emplyment While traveling n university business, travelers shuld expect t receive service and accmmdatins that are bth safe and cmfrtable, but nt lavish r extravagant. Individuals shuld nt gain r lse persnal funds as a result f fficial travel. In additin, travel arrangements shuld be well planned as far in advance as pssible s that csts will nt be excessive and will nt exceed budgetary limitatins. Travel arrangement made fr anyne ther than university emplyees, such as guest speakers, cnsultants and prspective emplyees shuld fllw the same plicy that pertains t university emplyees. Cntrl f travel and expense budgets is the respnsibility f each Vice President, Dean and Department Directr, r anyne charged with respnsibility and versight f a university accunt (currently within the Kuali Financial System). Apprval f expense reprts is mre than a frmality; it indicates that expenses submitted have been reviewed and have been fund t cmply with the elements f this Plicy. 6

7 This Plicy will be reviewed peridically t ensure all infrmatin is current and reflects any changes in business prcess r ther changes required by university management, spnsrs, r evlving practice. Please see Appendix A fr a list f university cntacts and helpful websites 7

8 A. PURPOSE IV. OVERVIEW The purpse f this Business and Travel Expense Plicy (Plicy) is t prvide departments, supervisrs, emplyees and nn-emplyees with specific plicies and prcedures regarding Stevens Institute f Technlgy (University) business and travel expenses. Business expenses include thse that are directly paid (e.g., purchasing card) as well as expenses reimbursed t individuals wh incur them n behalf f the University. Business and travel expenses (including amunts allwable as per diems) that are reimbursed fllwing IRS accuntable plan rules are nt subject t incme r emplyment taxes (e.g., federal incme tax withhlding, Scial Security taxes r Medicare taxes). Failure t bserve essential elements f this Plicy culd result in the traveler having reimbursement requests denied r be taxable t the emplyee. Cmmnly, the fllwing are the IRS requirements fr tax-free reimbursements f expenses under an apprpriate accuntable plan: 1. There must be a business cnnectin fr the expense and the expense must be reasnable and necessary. 2. There must be a reasnable accunting fr the expense. 3. All excess reimbursements must be repaid within a reasnable amunt f time. The IRS has issued a number f regulatins which further define these requirements and this Plicy is designed t meet them. B. GENERAL PROVISIONS The basic premise gverning business and travel expenses is that an individual shuld nt gain r lse funds in the curse f cnducting university business. The University pays fr business and travel expenses incurred in cnnectin with university business that are apprpriately dcumented and are in accrdance with IRS accuntable plan rules and Stevens plicies. (See Reprting Requirements) In instances where expenses d nt satisfy the requirements f the IRS accuntable plan rules, the individual may, amng ther remedial actins, be taxed n thse expenses. It is nt pssible t anticipate all f the circumstances that individuals may encunter in cnducting university business; thus the Plicy is nt exhaustive in its cntent. It is expected that thse requesting reimbursement, incurring business r travel expenses and preparing and apprving expenses fr payment will fllw this Plicy in a manner that keeps expenses t a minimum and fairly assigns the csts f business-related activities t the University. Assuming a reasnable level f safety and cnvenience fr the individual, every effrt shuld be made t keep university business and travel expenses t a minimum. All expenses must have a valid business purpse. Generally, the University will nt reimburse r pay fr expenses that are inherently persnal in nature. The fllwing list f persnal expenses serves as a guide and is nt t be cnsidered all-inclusive: Persnal grming services, such as barbers, hairdressers, tiletries, and she shines Child care csts, babysitting, and huse-sitting csts 8

9 Pet care, including fees fr barding pets and ther animal care Any persnal clthing and accessries Prescriptins, ver-the-cunter medicatin, and ther medical expenses Persnal reading material, such as nn-schlarly magazines, bks and newspapers Persnal recreatin r entertainment such as greens fees, sightseeing fares, theater tickets, entry fees, lift tickets, etc. Credit card delinquency fees and finance charges Dues in private clubs Gym and recreatinal fees, including massages, manicures/pedicures and saunas Amenities such as mvies, in-rm bars, saunas, massages, etc. Persnal csts such as life, medical, persnal autmbile lss f persnal effects and baggage insurance Business travel accident insurance beynd the University s plicies Lst baggage Lss r theft f travel advance mney, airline tickets, persnal funds and/r ther persnal prperty Parking tickets, traffic vilatins, aut repairs, r the cst f vehicle twing Membership fees t jin frequent flyer clubs and dues fr memberships in airline clubs Memberships in: athletic clubs, faculty clubs, scial clubs, shpping clubs, business membership, fraternal rders, r ther similar rganizatins Gift cards and gift certificates (regardless f value) Any type f gift with a value in excess f fifty dllars ($50) Unallwable expenses n a Stevens Purchasing Card: EZ Pass charges fr a persnal car Fuel, il r maintenance expenses fr a persnal car Cell phne charges fr a nn-stevens (persnal) cell phne Cmputers Capital assets If an item is nt included in the list shwn abve, that des nt mean it is autmatically allwable. Questins shuld be directed t the Divisin f Finance fr clarificatin. Generally, withut preauthrizatin, Duck Bills debit cards shuld nt be used t pay fr business r travel expense. The University will nt pay fr r reimburse business r travel expenses that have been r will be reimbursed frm any utside surce (ther than expenses fr which the University will be reimbursed under agreements such as grants r spnsred prject agreements). Since departments gvern hw authrizatin fr business and travel expenses is granted, departments may elect t impse additinal restrictins ver expenses beynd thse required by this Plicy fr varius business reasns, including budget availability. A per diem travel allwance fr meals and/r incidentals is available fr travel by university faculty, staff and student emplyees, but is nt permitted fr nn-emplyees. The purpse f this limitatin is t ensure nnemplyees are reimbursed fr all f their apprpriate travel expenses. Perdiem reimbursement is als available fr students traveling fr academic purpses. Generally, the University will nt prvide travel advances, pay directly r make reimbursements fr the travel 9

10 expenses f cmpanins/spuses r nn-emplyees wh accmpany faculty r ther emplyees n university business ( see Cmpanin/Spusal Travel and Business Expenses). CAUTION: Expenses that may be reasnable and necessary business expenses per this Plicy may be unallwable fr Federal, state r ther spnsred reimbursement, either directly r indirectly. Individuals incurring expenses r requesting reimbursement frm agency r ther spnsred funds shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures and restrictins are fllwed. Any questins abut the interpretatin f agency r spnsr prcedures r restrictins shuld be directed t the Office f Spnsred Research. C. TRAVEL AUTHORIZATION Prir t requesting authrizatin fr a trip, it is imprtant t determine if the ptential benefits f the trip justify its time and expense after cnsidering cst-effective alternatives, such as vide r telecnferencing. Travelers are required t btain authrizatin frm their supervisr prir t making an vernight trip. Use f the travel authrizatin frm r develpment f a department-specific prcess fr authrizing travel is required. Apprval shuld be secured in advance f bking, with exceptins permitted in unusual circumstances. When traveling internatinally, it is the traveler s respnsibility t learn if travel advisries have been issued fr the lcatins f the trip. As part f the trip authrizatin prcess, the traveler will ntify their apprver as t whether travel advisries have been issued. It is the apprver s respnsibility t weigh the benefits and risks f travel t a cuntry under an advisry befre authrizing a trip. If the traveler and apprver wish t prceed with the trip (t a cuntry fr which the State Department has issued a travel advisry), they must cnsult with the Vice President f their area, the Chief Risk Officer and the General Cunsel prir t the cmmencement f the trip. Incurring travel expenses withut prir authrizatin is cnsidered a vilatin f this Plicy and expenses may nt be reimbursed. D. REPORTING REQUIREMENTS IRS accuntable plan rules require the University t maintain a plicy under which emplyees and nnemplyees accunt fr all business and travel expenses, advances, and allwances. The accunting must include: Sufficient infrmatin t establish a valid business purpse f the travel, entertainment, r ther business expense Substantiatin f the business and/r travel expense with required receipts and an adequate recrd f each expense indicating the amunt, date and place fr all expenses f $50 r mre. If alchl is included in the receipt ttal, it must be identified and reprted separately regardless f the amunt. All nn per-diem expenditures charged t federal spnsred prjects (regardless f amunt) must be accmpanied by receipts. (Nte: Departments may request detail fr expenses belw $50 fr additinal departmental internal cntrl purpses.); and The prmpt return f any unused mnies frm travel advances, i.e., within 30 days (See Travel Advances). In rder t avid having the reimbursement be taxable t the individual, expenses shuld be submitted within 30 days f cmpleting the travel r incurring the expense. Generally, expenses submitted fr reimbursement lnger than 90 days after cmpleting the travel r incurring the expense will nt be accepted. Exceptins are cnsidered n a case-by-case basis and require justificatin and apprval frm the signatry/signatries apprpriate fr the traveler. 10

11 Stevens external auditrs, the Department f Internal Audit and the Divisin f Finance perfrm regular audits f travel expenditures t ensure that departments cmply with university plicies and prcedures. 11

12 E. ORGANIZATIONAL RESPONSIBILITY Business and Travel Expense Plicy The primary respnsibility fr cmpliance with this Plicy rests with the individuals requesting reimbursement r incurring the expense and the departments and supervisrs wh are authrizing and apprving these business and travel expenses. Authrized persns apprving business r travel expenses are respnsible fr enfrcing this Plicy and, in s ding, must be satisfied that the expenses are apprpriate, reasnable, and sufficiently described and dcumented in a manner cnsistent with the Plicy. Exceptins t this Plicy may be granted nly by the Vice President fr Finance. The respnsibilities are defined as fllws: Individual Requesting Reimbursement r Incurring the Business Expense The individual requesting reimbursement r incurring the business expense may delegate respnsibility fr preparatin f the expense reprt but the individual retains accuntability. Individuals requesting reimbursement r incurring the business expense are respnsible fr ensuring the fllwing: The expense has a valid business purpse Prper business justificatin and supprting dcumentatin (e.g., receipts) have been btained and/r prvided t the business expense reprt preparer Prper dcumentatin justifying any upgrades has been btained and has been prvided t the business expense preparer A valid university accunt number(s) has been prvided t allcate the expenses T the best f the individual s knwledge, the expense is in cmpliance with this Plicy and if the expense is t be charged t a spnsred award, that the expense is in cmpliance with all spnsr requirements/federal regulatins Business Expense Reprt Preparer This individual is respnsible fr preparing the expense reprt and, by submitting the reprt, is cnfirming the fllwing: Prper business justificatin and supprting dcumentatin (e.g., receipts) have been received frm the individual requesting reimbursement r incurring the business expense Mileage and per diem calculatins are accurate Prper dcumentatin justifying any upgrades has been btained and submitted by the individual requesting reimbursement r incurring the business expense The expense has been prperly allcated t the university accunt number(s) Business Expense Reprt Apprver This individual is respnsible fr apprving the expense transactin and, by apprving, is verifying the fllwing: The expense has a valid business purpse There is prper supprting dcumentatin (e.g., receipts) fr the business expense Mileage and per diem calculatins are accurate There is dcumentatin justifying any upgrades The expense has been prperly allcated t the crrect university accunt number(s) T the best f the apprver s knwledge, the expense cmplies with the Plicy and if the expense is t be charged t a spnsred award, that the expense is in cmpliance with all spnsr requirements/federal regulatins F. SHARING EXPENSES WITH EXTERNAL ORGANIZATIONS Individuals are respnsible fr seeking reimbursement fr expenses payable by external rganizatins. If an individual is taking a trip that will be paid by an external rganizatin, the University will pay nly the agreed 12

13 upn share f the actual expenses necessary fr university business. When an external rganizatin pays fr actual expenses incurred fr ldging r meals, the individual may nt claim meal per diem frm the University. The reimbursement received by the individual frm all surces can never exceed the ttal expenses incurred by the individual. When expenses are being shared with external rganizatins and the expense reprt justificatin field cntains a detailed explanatin f which rganizatin is paying the balance f the expenses, a duplicate cpy f the receipts will suffice fr reimbursement. G. PURCHASING CARD This Plicy applies t all business expenses incurred utilizing the University Purchasing Card. Expenses such as EZ Pass fr a persnal vehicle; fuel, il r maintenance expenses fr a persnal car; and cell phne plans fr a persnal (nn-stevens ) cell phne shuld nt be charged t a Stevens Purchasing Card. Als, the Purchasing Card is nt used t purchase cmputers r capital assets. Cardhlders shuld refer t the Purchasing Card Guidelines included in the Purchasing Manual t familiarize themselves with what is and is nt allwable t be purchased using the Purchasing Card. H. SALES TAX INFORMATION Based n its charitable tax-exempt status, Stevens has been granted an exemptin frm payment f state sales tax n the gds and services it purchases. Payments made thrugh Purchasing r ther Stevens ffices will, as a general matter, be entitled t the sales tax exemptin. At the time f purchase, Stevens may be required t shw its sales tax exemptin certificate. When purchasing gds r services n behalf f Stevens, whether thrugh Purchasing r ther means, check t see yu are nt charged sales tax. If yu have questins abut the applicability f the sales tax exemptin, cntact the Purchasing Department. As a general matter, expenses incurred fr transprtatin (plane, rail, etc.) and htel expenses are nt exempt frm sales tax. Travel expenses incurred by Stevens emplyees fr meals while travelling are als subject t sales tax. Sales tax incurred with persnal funds fr university business travel and fr business meals will be reimbursed. Sales tax incurred with persnal funds fr ther business purchases shuld include a descriptin supprting the business purpse as t why the sales tax was paid and may be reimbursed when the amunt f the sales tax is less than $20. If yu are planning a trip n behalf f a grup, please cntact Purchasing t find ut if the sales tax exemptin may apply t any f yur expenses. In many cuntries utside the U.S., a tax ften referred t as VAT (r value added tax) will be added t purchases, which may be refundable t nn-residents. Yu shuld investigate the pprtunities fr VAT recapture. T btain a cpy f the relevant University s sales tax exemptin certificate r fr additinal infrmatin r questins regarding sales tax, please cntact the Purchasing Department. 13

14 V. SPECIFIC EXPENSE POLICIES Business and Travel Expense Plicy A. INSURANCE, TRANSPORTATION, AND PARKING Business Travel Accident Insurance The University prvides business travel accident prtectin (Eurp Assistance) fr all active full and parttime faculty and staff members n University-apprved and directed business travel. Prir authrizatin f travel is imprtant t supprt claims made under this plicy. Infrmatin abut Eurp Assistance is fund in Appendix C f this Plicy. Specific questins regarding the University s business travel accident insurance cverage shuld be directed t the Office f Human Resurces. Using Preferred Travel Agencies T assist university travelers, the University has entered int agreements with several preferred travel agencies that prvide the University with cmpetitive fares, high-quality service, and cnvenience fr university travelers. These travel agencies are set-up t direct-bill the University fr airfare rather than the individual paying the cst persnally and needing t be reimbursed. Infrmatin abut the travel agencies and the Campus Travel Prtal can be fund at this link: Like all ther business expenses, all travel is subject t institutinal and departmental budgetary availability. Air Transprtatin Federal law (the Fly America Act) states that Federal awardees and thers perfrming Federal gvernment air travel between the United States and a freign cuntry r between freign cuntries shuld generally use United States flag carriers t the maximum extent. The practices specified by the Fly America Act may differ amng Federal agencies. Accrdingly, individuals traveling abrad whse travel will be charged t a Federal grant r cntract shuld cnsult agency guidelines t ensure that all agency prcedures and restrictins are fllwed. Any questins r interpretatin f Federal regulatins shuld be directed t the Office f Spnsred Research. There is a checklist n the Office f Spnsred Research website that assists travelers in determining if the freign travel surced n a federal grant r cntract is exempt frm the Fly America Act. Stevens des nt reimburse business travel expenses using persnal aircraft. Due t the risks invlved and lack f insurance cverage, use f persnal aircraft fr business travel is strngly discuraged. When nt using the University s preferred travel agency, the mst efficient means fr purchasing airfare is t use the university purchasing card. Reimbursement fr airfare purchases made with a persnal credit card shuld be made nly after prf f payment has been submitted with the expense reprt. Specific elements t cnsider when making travel arrangements that invlve airfare: Class - The class f air travel chsen is expected t be the lwest-priced r mst efficient, i.e., nn-stp, cach airfare ticket available. In rare cases, premium (e.g., first class, business class) fares may be an apprpriate business expense using ther than grant r cntract (spnsred) funds and subject t budget availability. 14

15 Situatins in which premium fares may be apprpriate are: Flights exceeding eight (8) cntinuus hurs Flight by a traveler with a medical cnditin. Prper dcumentatin must be secured frm the Office f Human Resurces Fr airline tickets funded by a spnsred grant r cntract, the individual requesting reimbursement shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures and restrictins are fllwed. Federal regulatins generally prhibit the charging f Business Class r First Class t federal spnsred research prjects unless it is specifically apprved by the spnsr and is dcumented in Ceus (the Office f Spnsred Research database). Any questins r interpretatin f Federal r spnsr restrictins shuld be directed t the Office f Spnsred Accunting. Flights paid fr r charged t spnsred prjects fllw the federal 14-hur rule and the traveler may use ther than cach-class in the fllwing circumstances: The rigin and/r destinatin are utside the cntinental U.S. (OCONUS), and The scheduled flight time, including nn-vernight stpvers and change f plans, is in excess f 14 hurs, and Yu are required t reprt t duty the fllwing day r sner. (FTR ) Frequent Flyer Plans - Travelers may persnally retain frequent flyer plan rewards r ther bnuses that may accrue frm business travel. Hwever, in n case may the traveler chse a reservatin at a higher cst in rder t accumulate additinal plan rewards. The University will nt purchase frequent flyer miles frm travelers r reimburse them fr tickets purchased with frequent flyer miles. Any membership fees t jin frequent flyer clubs are cnsidered persnal expenses and will nt be reimbursed by the University. Airprt Airline Club Memberships - Dues fr memberships in airline clubs are persnal expenses and are nt reimbursable. Baggage - Charges by airlines fr checked baggage when traveling n university business are a reimbursable business expense. Excess baggage expenses are reimbursable in any f the fllwing circumstances: Traveler is transprting university materials Department has apprved f the charge Upgrades - Prper dcumentatin justifying any upgrades must be btained and submitted by the individual requesting reimbursement r incurring the business expense. Additinal expense may nt be charged t a spnsred prject unless specifically apprved by the spnsr and dcumented in Ceus. Parking - Airprt r ther business parking will be reimbursed, but travelers shuld use lngterm, lwer-cst parking lts when available, unless there is a credible reasn fr nt ding s. If public transprtatin r a cab/car service taken t and frm the airprt r ther business lcatin wuld result in a lwer cst r a safer mde f transprtatin, the traveler is encuraged t take advantage f these savings/safety measures. Early Departure r Late Return - Additinal csts incurred when traveler departs earlier than required fr business r returns after required fr business are nt reimbursable unless the 15

16 savings in airfare is equal t r greater than the ttal csts fr ldging, meals, etc. incurred during the additinal days f travel. It is apprpriate t cnsider ther relevant csts and factrs against the savings in airfare, including the inherent cst f being ut f the ffice fr a lnger perid f time Lst Baggage/Items - The University des nt maintain any lst baggage/items insurance cverage fr any lss f persnal belngings f its emplyees while n university business travel. University emplyees are encuraged t make their wn arrangement fr this type f insurance cverage either thrugh their persnal hmewners/renters insurance cmpany r with their travel agent at the time f travel. Generally, the University will nt reimburse fr this type f insurance. Autmbile Travel When driving n university business, drivers must adhere t and fllw all laws and regulatins f the state r cuntry in which they are driving. Prir t the first time emplyees use their persnal car r rent a car t travel n University business, they must cmplete the Vehicle Use Acknwledgement and Agreement and return it t the Chief Risk and Cmpliance Officer. The agreement will apply t all subsequent trips and nly needs t be cmpleted nce. Persnal Autmbiles - When the use f a persnal autmbile is necessary fr university business, reimbursement fr its use will be made at the mileage rate published by IRS and GSA/FTRs, r in accrdance with ther federal regulatins. In cases where an emplyee als receives an aut allwance, the reimbursement rate will be the IRS rate fr fuel nly. When driving n university business and using a persnal vehicle, a traveler must carry a valid driver s license, vehicle registratin, and prf f insurance. If a traveler uses his/her wn vehicle, it is the traveler s respnsibility t carry adequate persnal insurance cverage fr themselves, the vehicle, any passengers and any ther csts assciated with an accident. Travelers shuld review their persnal insurance cverage befre making the decisin t use their persnal vehicle fr business purpses. Travelers shuld cnsult with his/her insurance agent t determine apprpriate cverage. If an accident des ccur, the traveler shuld immediately cntact the fllwing individuals r authrities: Persnal insurance agent r cmpany (because the university des nt have primary insurance cverage n liability claims) Lcal authrities, as required The traveler s supervisr Chief Risk and Cmpliance Officer (by the next business day) It is the traveler s respnsibility t ensure they have apprpriate cverage. The traveler s insurance is the primary insurance cverage when using a persnal vehicle fr university business. It is the respnsibility f the traveler t ensure that the prper mileage rate is being used and the distance is based upn actual driving distance using the mst direct rute. The mileage reimbursement rate includes reimbursement fr use f the vehicle as well as any repairs, gas charges, and the wner s persnal autmbile insurance cverage, which prvides the cverage in case f an accident. Tlls and parking fees are separately reimbursable. The University will nt 16

17 reimburse emplyees fr parking tickets, fines fr mving vilatins, vehicle twing charges, r aut repairs and maintenance. Use MapQuest, Ggle Maps r a similar website t cnfirm mileage and attach the printut t the expense reprt. Additinally, if mre than ne authrized traveler is transprted in a persnal vehicle, mileage is payable t nly ne persn. The wner f the persnal vehicle will nt be reimbursed fr transprting multiple authrized travelers. When claiming r authrizing reimbursements fr miles related t mving t Stevens r fr activities as a Stevens vlunteer, use the lwer IRS rates established fr thse purpses. Rental Cars- In all circumstances, the use f a rental car shuld be thughtfully cnsidered and the relevant csts and cnvenience assciated with the use f available grund transprtatin such as taxis, htel and airprt shuttles, shuld be weighed against the cst and need fr a rental car. Rental f vehicles fr university business use shuld be arranged thrugh the University s preferred suppliers. Due t the need fr a cmmercial driver s license, and the inherent instability f this type f vehicle, it is never permissible t rent a 15 passenger van. Ordinarily, apprval will be given fr nly ne car and use shuld be crdinated amng the attendees when multiple Stevens attendees are at the same cnference and a rental car is deemed necessary/apprpriate. Standard vehicles are the recmmended vehicle size fr rental purpses. Upgrades t full-size cars are permissible if the individual s supervisr prvides apprval, a detailed explanatin (e.g., number f persns, luggage accmmdatins) is included in the business justificatin and it is an allwable cst by the gvernmental spnsring agency (if applicable). In additin t the payment fr the cst f the rental car, the nly ther permissible expense fr rental cars in mst cases is the cst t purchase gasline. Vehicles rented fr university business purpses fr less than thirty (30) days are cnsidered shrt-term rentals by the University s current autmbile insurance carrier. Cverage f shrtterm rentals under the University s autmbile insurance plicy is subject t the fllwing cnditins: All drivers f rental vehicles must be ver the age f twenty-ne (21). Cverage under the University's autmbile insurance plicy is nly prvided fr vehicles rented in the United States, the territries and pssessins f the United States 2, and Canada. Rented vehicles shuld be leased as: Stevens Institute f Technlgy- (name f faculty, staff, r student). Individuals renting vehicles fr mre than thirty (30) days shuld cntact the Chief Risk 2 U.S. territries and pssessins include: The Cmmnwealth f Puert Ric, Guam, The U.S. Virgin Islands, American Sama, The Cmmnwealth f the Nrthern Mariana Islands, The Midway Islands, Wake Island, Kingman Reef, Navassa Island, Jhnstn Atll, Palmyra Atll, Baker, Hwland and Jarvis Islands 17

18 and Cmpliance Officer t cnfirm applicable insurance cverage. N Stevens emplyee will be reimbursed fr any purchase r lng-term lease f a vehicle withut written permissin frm the Chief Financial Officer. Any accident invlving a rental vehicle in either a dmestic r internatinal lcatin must be immediately reprted t bth the car rental agency and the Chief Risk and Cmpliance Officer fr handling f claims and crdinatin f cverage. Insurance cverage fr lss damage waiver/cllisin waiver, liability insurance supplement/additinal liability insurance, and persnal accident insurance shuld nt be purchased and shuld be declined by thse traveling in the United States, any territry r pssessin f the United States, Puert Ric r Canada. The University already maintains autmbile liability insurance within these cuntries and territries. Csts fr the fllwing categries f cverage will nt be reimbursed: Lss Damage Waiver/Cllisin Damage Waiver; Liability insurance supplement/additinal Liability insurance, and; Persnal accident insurance. The fllwing ptinal insurance cverage will nt be reimbursed: persnal effects cverage/effects prtectin, and persnal accident insurance. Internatinal Vehicle Rentals - University emplyees renting vehicles fr internatinal business travel utside the cverage territry f the United States, the territries and pssessins f the United States and Canada are advised t purchase any autmbile liability and physical damage insurance required by the specific cuntry. University emplyees will be reimbursed fr any required cverage and/r the fllwing cverage: Lss damage waiver/cllisin damage waiver Supplemental liability insurance, if any Grund Transprtatin - Grund transprtatin is an apprpriate business expense (including a tip) t the extent that such service is necessary fr business purpses. Public transprtatin, cab, r car services are acceptable mdes f transprtatin. The traveler must weigh the benefits f csts, availability, time saving and safety when chsing the mde fr business travel. Fr example, fr trips greater than 20 and less than 200 miles, a persnal vehicle r public transprtatin is likely mre ecnmical than a car service. Generally, it is nt allwable fr a car service t wait fr the traveler fr the duratin f an ffsite meeting. Rail Travel Generally, seating (r the class) n rail transprtatin is expected t be lwest-priced ticket fr the type f train taken. Standard Train - The class f rail travel chsen n standard train is expected t be Cach-class rail ticket. In sme cases, premium (e.g., business-class) fares may be an apprpriate business expense subject t budget availability and prir apprval by the signatry/signatries apprpriate fr the traveler. Extra-Fare Trains - Whenever practical, travelers shuld determine the apprpriateness f bking rail travel n an extra-fare train (Acela r ther trains that are described as faster speed r fewer stps). If scheduling cnstraints, a demnstrated need r the traveler s missin, requires travel n Acela, then seating shuld be at the basic accmmdatin n that train, which is Business-class. 18

19 Include in yur travel expense reprt an explanatin as t why the extra fare train was chsen. Althugh the fllwing are nt exhaustive, cmmn reasns fr taking the extra fare train might be: 1. Chsing the standard train with the requirement f an early mrning meeting wuld have required the cmbined cst f a htel rm and standard rail the previus evening. These cmbined csts wuld have been mre than the extra fare fr the high speed train. 2. Previus scheduled cmmitments made standard rail an unacceptable ptin. 3. The time saved using the high speed train allwed mre time in the ffice t cmplete necessary tasks. Internatinal Travel All f Stevens plicies and prcedures pertaining t travel apply t freign travel. Actual csts are reimbursable, t the extent reasnable and necessary, prvided valid business purpses and apprpriate dcumentatin are submitted with the expense reprt. The U.S. State Department maintains a list f cuntries fr which travel advisries have been issued. Cuntries where avidance f travel is recmmended will have Travel Alerts (shrt term events) and Travel Warnings (lng term issues). When traveling internatinally, it is the traveler s respnsibility t learn if travel advisries have been issued fr the lcatins f the trip. As part f the trip authrizatin prcess, the traveler will ntify their apprver as t whether travel advisries have been issued. It is the apprver s respnsibility t weigh the benefits and risks f travel t a cuntry under an advisry befre authrizing a trip. If the traveler and apprver wish t prceed with the trip (t a cuntry fr which the State Department has issued a travel advisry), they must cnsult with the Vice President f their area, the Chief Risk Officer and the General Cunsel prir t the cmmencement f the trip. Please see the Business Travel Accident Insurance Sectin fr infrmatin regarding Business Travel Accident Insurance. Travelling t ther cuntries and/r cnducting wrk in ther cuntries raises a significant number f legal issues invlving bth U.S. and freign law and it is advisable that yu cnsult available resurces at the University n the purpse f yur travel. Fr example, U.S. exprt cntrl laws will restrict the cmputer devices and data yu may take ut f the cuntry; the immigratin laws f many cuntries will require a visa fr any visit fr purpses f cnducting wrk; and laws in many cuntries will restrict exprts f samples r materials frm the cuntry. Additinal infrmatin abut U.S. and ther laws applicable t freign travel can be fund in Appendix D. Please cnsult with the Office f General Cunsel in advance f yur planned travel fr infrmatin n U.S. and freign laws which may be applicable t yur travel r wrk utside f the U.S. Freign travel funded by spnsred grants r cntracts may require agency r spnsr apprval prir t travel. Individuals traveling abrad shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures and restrictins are fllwed. Any questins r interpretatin f Federal r spnsr restrictins shuld be directed t the Office f Spnsred Prgrams. Mst Federal agencies require that all freign travel be n a U.S. carrier unless circumstances, such as lengthy hldvers, preclude using a United States airline (See Air Transprtatin). Many spnsring agencies r spnsrs must specifically apprve trips abrad well in advance f departure. This 19

20 requirement exists whether r nt travel is referenced in the grant r cntract award ntificatin. Arrangements fr freign travel supprted by spnsring agencies r spnsrs can be cmplex, requiring nt nly prir apprval but detailed justificatin fr each trip, as well as detailed trip reprts. Receipts in freign languages shuld be translated if the type f expense is nt clear, r if the detail f the expense has t be knwn in rder t determine apprpriateness f apprval, i.e., such as receipts fr fd in rder t cnfirm that alchl is nt included in the reimbursement. Nrmally, receipts fr expenses such as taxi r ther transprtatin need nt be translated, as lng as the cst is reasnable fr the activity. B. LODGING General Generally, trips f less than 50 miles ne way d nt qualify fr university supprt f an vernight stay. Reimbursement fr ldging fr a trip f less than 50 miles ne way must be justified and specifically apprved by the signatry/signatries apprpriate t the traveler. The University will directly pay r reimburse a traveler fr ldging expenses fr the single ccupancy cst f a standard rm incurred during university-related travel. The University will nt pay fr free accmmdatins awarded in cnnectin with htel frequent guest prgrams r any cmplimentary rm accmmdatins prvided by a htel r ther third party. Individuals traveling shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures related t ldging are fllwed. Any questins r interpretatin f Federal r spnsr restrictins shuld be directed t the Office f Spnsred Research. Travelers are encuraged t ascertain prir t bking the travel whether the htel grants an educatinal discunt. Sme htels prvide a discunt based n presentatin f a university faculty r staff ID. Cancellatins The University will pay fr expenses incurred frm cancelling guaranteed rm reservatins nly with a detailed explanatin f the extenuating circumstances. The detailed explanatin must be apprved by the signatry/signatries apprpriate fr the traveler and this apprval shuld be dcumented and submitted as apprpriate. It is the traveler s respnsibility t request a refund frm the htel fr a n shw charge. C. Travel per diem Optins Fr Emplyees Only General Emplyees have the ptin t chse between reimbursement n a per diem basis r fr actual cst f meals, and incidental expenses (tips, etc.). Per diem may nt be used t substantiate expenses incurred n a purchasing card. Actual receipts are required t cnfirm all purchasing card charges. Departments may require reimbursement based n actual expenses with receipts in lieu f per diem based upn department-specific plicies and prcedures (including fr budgetary requirements). 20

21 Emplyees traveling t internatinal lcatins and reimbursed n spnsred prjects may be required t adhere t cuntry specific per diem rates and shuld cnsult the Office f Spnsred Research with any questins. U.S. General Services Administratin (GSA) peridically revises the per diem rates based n the csts f meals and ldging. Emplyees must use the per diem rates in effect at the time f travel. The per diem rates used must cmply with thse listed n the GSA website. Per diems apply t the entire travel perid an emplyee cannt be reimbursed n a per diem basis fr nly a prtin f a trip. A per diem reimbursement will nt be prvided if there is reasn t believe that the emplyee will nt incur expenses fr meals r ther incidental expenses (e.g., if meals and ther incidental expenses are a part f registratin fees at a cnference, free transprtatin is prvided by the place f ldging, r these items are prvided and paid fr by the University). Fr the day f departure and day f return, the reimbursement rate is limited t 75% f the per diem rate based n the lcatin where the traveler is mst likely t incur the meal expense. If the travel day extends lnger than 16 hurs, then 100% per diem is allwable and apprpriate. Additinally, the University s meal and incidental expense per diem shuld be reduced t accunt fr meals furnished at n cst t the emplyee. Fr example, if meal csts are prvided in the cst f a cnference r htel, thse meals shuld be deducted frm the daily per diem rate as defined n the GSA website. The traveler shuld reduce the per diem fr any meal therwise paid fr r prvided (20% fr breakfast; 25% fr lunch; 55% percent fr dinner). Emplyees wh are eligible t receive per diem reimbursement need nt submit receipts fr the meals cvered by a per diem. Hwever, recipients f per diem must submit dcumentatin (e.g., airline and cnference itineraries) cnfirming the dates they have been in a travel status. In additin t per diem, emplyees may be reimbursed fr certain ther travel and business expenses. These expenses may include the csts f business transprtatin (including lcal transprtatin), business telephne calls, and ther miscellaneus business expenses; which must be reimbursed n an actual basis, with apprpriate receipts. Trips Over 30 Days Travel fr mre than 30 cnsecutive days in ne lcatin may be reimbursed either fr the actual and reasnable csts incurred r with a per-diem allwance equal t 60% f the standard rate fr the apprpriate gegraphic area. The reduced rate begins with the first day f travel. D. ALCOHOL, MEALS, AND ENTERTAINMENT General The University will reimburse travelers fr the reasnable cst f alchl, meals, entertainment and gifts that are reasnable business expenses and allwable in this Plicy. Depending n the particular circumstances fr which the expenses are incurred, expenses fr alchl, meals, entertainment and gifts will be: Entertainment expenses (see Business Entertainment) incurred in the curse f cnducting business, nne f which are allwable as either a direct r indirect expense f federallyspnsred prjects Business expenses, sme r all f which may be allwable as either a direct r indirect expense 21

22 f federally spnsred prjects, and sme f which may nt be (alchl and gifts are always unallwable fr federal purpses). Federal regulatins require that these expenses be recrded crrectly. Alchlic beverages shuld always be recrded using bject cde Other expenses, such as gifts r flwers in appreciatin f services shuld be recrded using bject cde 6182 Other Federal Unallwable Expenses. A list f cmmn Business and Travel related bject cdes is shwn in Appendix B Fr meals and entertainment funded by a spnsred grant r cntract, the individual incurring the business expense shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures and restrictins are fllwed. Any questins r interpretatin f Federal r spnsr restrictins shuld be directed t the Office f Spnsred Research. Alchl, meals, entertainment and gifts that are nt reasnable business expenses will nt be reimbursed. Travelers Meals The University will reimburse travelers fr the reasnable cst f their wn meals incurred during the time they are away frm hme (as distinguished frm business entertainment expenses r lcal business meals cvered in the fllwing sectins). Emplyees can chse t be reimbursed via per diem r actual cst fr meals. Nn-emplyees can nly be reimbursed fr actual csts incurred fr meals. As a general rule, travelers are expected t incur n additinal cst fr meals which are prvided as part f a fee fr attendance at cnferences, wrkshps, htel cst, etc. When meals are prvided in this way, the daily meal per diem must be reduced accrdingly (see Travel per diem Optins Fr Emplyees Only). If there is a business justificatin prvided regarding dietary restrictins, the traveler may be reimbursed fr the meal. The traveler is respnsible fr ntifying the business expense reprt preparer regarding meals that were included as part f the cnference registratin fee, htel cst, etc. Travelers smetimes pay fr meals fr thers fr university business reasns. These business expenses must include the name(s) f the meal attendees and the business purpse f the meal. If the attendees are nt university emplyees, their affiliatin with the University shuld be prvided. Fr meals with six r mre individuals including the traveler, the traveler need nly identify the number f ther peple at the meal. These may be cnsidered legitimate university business expenses (if cnfrming t the specifics f this paragraph); hwever they may nt be apprpriate n federal grants r cntracts. Business Meals and Meetings When Nt Traveling Emplyee Only Business Meals - In cases where university emplyees meet ver a meal when they are nt traveling, the cst f the meal is cnsidered a persnal expense unless the primary purpse f the meeting is t cnduct university business and there is a need t meet ver the meal. Generally, these requirements are met when it is nt pssible fr ne r mre emplyees t meet during wrking hurs (e.g., when travel plans cnflict with ther meeting times), and the purpse f the meeting is t cnduct university business in accrdance with a frmal agenda. IRS regulatins d nt allw fr payment f meal expenses incurred by emplyees wh are nt traveling away frm hme (e.g., their travel des nt require an vernight stay) unless 22

23 the abve criteria are met. These business expenses are permissible when the name(s) f the meal attendees (all names and their affiliatin are required fr thse meals with five r fewer individuals) have been dcumented and the business purpse f the meal is justified. It is permissible t incur expenses fr meals prvided as part f a lcal cnference, seminar, wrkshp, presentatin r ther similar grup meeting invlving emplyees when it extends thrugh the usual mealtime(s). Such meals must be reasnable in nature and the purpse f the meeting must be dcumented accrdingly t ensure that it is an apprpriate business expense. Like all ther business expenses, all business meals are subject t institutinal and departmental budgetary availability. Occasinal Emplyee Banquets and Functins - Occasinal (typically, annual r semi-annual) functins fr emplyees are cnsidered business expenses when the functin is intended t serve as a tken f appreciatin that primarily prmtes emplyee relatins/mrale, r that recgnizes individual r grup achievements, such as hliday parties, emplyee banquets, retirement parties, etc. While reasnable expenses fr these functins may be cnsidered apprpriate business expenses per this Plicy, they may be unallwable fr Federal reimbursement (either directly r indirectly). Occasins that are persnal in nature such as parties t celebrate births, birthdays, marriages, etc., r small in-ffice functins with purchased fd r beverages are rdinarily paid fr by the emplyees invlved and are nt rdinarily cnsidered business expenses. Recruiting and Other Business Meals - Expenses fr dining invlving nn-university persnnel are cnsidered business expenses when the purpse f the meeting is t cnduct university business and when it is necessary r apprpriate t have the meeting in cnjunctin with, r during, a meal. Expenses fr such meals shuld be kept t a reasnable level. The typical business meal might invlve interviews f prspective emplyees, discussins with vendrs, cnsultants, r ther individuals with whm the University des business, r meetings f rganizatins and grups at which agenda items pertinent t university business are cvered. Inclusin f cmpanins/spuses r ther individuals wh are nt directly invlved in cnducting university business are general indicatins that the ccasin is nt a business meal, but an entertainment functin (see Business Entertainment). Recruiting expenses are further subject t departmental specific plicies and prcedures. Alchl in Cnjunctin with Business Meals and Individual Travelers - While nt encuraged, alchl may be cnsidered a business expense (as distinguished frm an entertainment expense) when served at university functins primarily intended t prmte emplyee relatins, such as faculty receptins, hliday parties, and the like. Because alchl cannt be charged t a Federal grant r cntract (either directly r indirectly), alchl csts must be charged t bject cde 6148-Alchlic Beverages, and t a nn-spnsred accunt. 23

24 E. BUSINESS ENTERTAINMENT Business and Travel Expense Plicy What is Business Entertainment? Meals and functins are cnsidered entertainment if they are intended t prvide hspitality t nnuniversity individuals. This hspitality, while partially scial in nature, is necessary and custmary in furthering the University's business. Examples f business entertainment include: Receptins fr university guests and visitrs Alumni reunins r similar alumni functins Entertaining dnrs r prspective dnrs; and Welcming receptins fr parents and students Meals and functins which include cmpanins r spuses r ther individuals wh are nt directly invlved in cnducting university business are general indicatins that the meal r functin is entertainment rather than a business meal r meeting. (Cmpanin/Spusal Travel and Business Expenses) Entertainment expenses shuld be reasnable in relatin t the nature f the meal r functin and the resulting business benefit expected t be derived frm the expenses. A descriptin (either a list f names r identificatin f the hsted grup) and the ttal number in attendance at an entertainment meal r functin must be indicated alng with the business purpse f the entertainment. The business purpse f the entertainment must als be dcumented. Because entertainment expenses are rarely, if ever, allwable as either direct r indirect csts n Federally spnsred grants and cntracts, it is imperative that these and any related alchl csts be segregated and charged t either an unallwable bject cde/expense type r apprpriate functin t ensure that the amunt is excluded frm any calculatin f direct r indirect spnsred prject csts. Alchl in Cnjunctin with Business Entertainment If it is deemed apprpriate by the individual s Vice President r Dean r Department Directr t include alchl at university entertainment functins, expenses fr the alchl must be charged t bject cde 6148-Alchlic Beverages. F. OTHER BUSINESS AND TRAVEL EXPENSES Visitrs, Recruits, Independent Cntractrs, Cnsultants, Students, Curtesy Appintments and Other Nn-Emplyees When the University has agreed t cver the cst f travel, rm and/r bard, and ther expenses f visitrs, recruits, independent cntractrs, cnsultants, students, curtesy appintments, and/r ther nn-emplyees (hereinafter referred t as nn-emplyees), unless the relevant cntract with the nnemplyee requires therwise, this Plicy applies t their expenses as well. Nn-emplyees must adhere t the same reasnableness standards and submit required receipts r ther dcumentatin supprting expenses. It is the respnsibility f the department t make nn-emplyees aware f this Plicy. Payment f nn-emplyee s expenses requires a nn-emplyee expense reprt dcumenting the relatinship f the individual, clearly describes the business purpse f the expenses, includes prper supprting dcumentatin, and is apprved by the applicable department 24

25 Departments may als cnsider entering int an apprpriate cntract with the nn-emplyee fr payment f fees that includes the nn-emplyees expenses rather than submitting a nn-emplyee expense reprt fr payment f expenses. The University will reimburse r pay fr the travel csts f students and nn-emplyees (such as jb applicants, student pre-admissin visits, seminar speakers, lecturers, cnsultants and ther individuals) when it has agreed t d s, such as when ne f the fllwing circumstances exists: Required by cntract Part f an established educatinal prgram in which the csts are included in the educatinal prgram fee charged Participating in research r grup educatinal activities at the University s request Participating in apprved student events r activities Recruiting fr the University; r Apprved by a Vice President, Dean r Department Directr In cases where the payment may be cnsidered a reimbursement f the student s persnal expenses rather than a university business expenses, the reimbursement may be taxable t the student as a nn-qualified schlarship. Questins regarding whether a payment may be cnsidered a nn-qualified schlarship shuld be directed t the Divisin f Finance. Fr nn-emplyee expenses funded by a spnsred grant r cntract, the individual incurring the business expense shuld cnsult agency guidelines and/r the relevant cntract t ensure that all agency r spnsr prcedures and restrictins are fllwed. Any questins r interpretatin f Federal r spnsr restrictins shuld be directed t the Office f Spnsred Research. Prfessinal Develpment Reasnable expenses incurred in attending prfessinal develpment prgrams are cnsidered business expenses. Department supervisrs determine wh may attend such prgrams at university expense, subject t budget availability. Supervisrs shuld ensure that the cntent f the prgram is f a substantive nature that directly relates t the emplyee s jb respnsibilities at the University. Supervisrs shuld ensure budget availability. Prfessinal rganizatins can ften prvide expertise and training that is nt available n campus. Prgram cntent shuld be carefully cnsidered in weighing the cst f travel as cmpared t the benefit t the University. Travel expenses and fees assciated with cntinuing educatin credits required t maintain a prfessinal certificatin that is nt directly related t the emplyee's jb respnsibilities at the University are nt reimbursable business expenses. Sabbatical Generally, the University des nt reimburse fr travel while at the wrk site assciated with sabbatical leave r ther extended leaves. Memberships, Dues and Subscriptins The University's affiliatin with an rganizatin r grup is based upn the business benefit t be derived by the University frm such affiliatin. In the case f certain civic, cmmunity, and educatinal rganizatins that serve a brader purpse and cnstituency, the University typically jins as an institutinal member and, as such, designates emplyee representatives. Institutinal memberships ften prvide certain benefits (such as reprts, studies, etc.) t the University at large and may als 25

26 prvide news updates and magazines that are rutinely sent t a specified number f individual emplyees n the membership mailing list. Emplyees wh attend meetings r functins as representatives f the University are eligible fr reimbursement f travel expenses if apprved by their respective departments. Fees fr individual memberships in business assciatins as well as fees fr magazine, newspaper, r newsletter subscriptins are generally nt allwable business expense; hwever, Vice Presidents, Deans and Department Directrs may elect t cver these csts n a case-by-case basis. Individual membership in prfessinal assciatins r ther csts incurred t maintain prfessinal certificatins r licenses that are required as part f the emplyee's jb respnsibilities at the University and have a clear business benefit t the University may be cnsidered apprpriate business expenses; hwever this will nt be an allwable expense n spnsred prjects. Memberships in athletic clubs, faculty clubs, scial clubs, shpping clubs, fraternal rders, r ther similar rganizatins generally d nt qualify as a business expense. Emplyees must pay fr these memberships persnally, unless there is a clear business benefit t the University and the primary purpse f the membership is t benefit the University. Purchasing Gift Cards, Gift Certificates and Other Gifts Stevens must cmply with the Internal Revenue Service (IRS) taxatin rulings n all gifts given. There are limitatins n the use f University resurces t purchase gifts fr individuals. University resurces include PCards and KFS accunts used t purchase r reimburse the purchase f a gift. University resurces cannt be used t purchase: gift cards and gift certificates (regardless f value) These are cnsidered cash equivalents as described in IRS Publicatin 15-B. any type f gift with a retail value in excess f fifty dllars ($50.00) Rules vary based n the recipient s relatinship t Stevens; the fllwing taxatin cmpliance with the IRS is required: Gifts t Emplyees (including Student Emplyees) The value f any gift card r gift certificate is cnsidered cmpensatin and is subject t federal, state and emplyment tax withhlding, and reprting n Frm W-2. Any ther type f gift with a retail value in excess f $50 is cnsidered cmpensatin and is subject t federal, state and emplyment tax withhlding, and reprting n Frm W-2. Gifts t Nn-Emplyees (US Citizens) The value f all gifts amunting t $ r mre per calendar year per individual must be reprted t the IRS n Frm 1099-MISC as ther cmpensatin. Gifts t Nnresident Aliens The value f any gift given t a nnresident alien is generally subject t 30% federal tax withhlding and reprted n IRS frm 1042-S. 26

27 Miscellaneus Business Expenses Other expenses including but nt limited t pstage, supplies, phtcpying charges, etc. purchased fr business use are cnsidered business expenses. The payment fr these types f miscellaneus business expenses must als include prper justificatin as well as supprting dcumentatin that clearly demnstrates its legitimacy as a business expense. The university has negtiated with preferred vendrs fr favrable prices n numerus cmmdities, including ffice supplies, lab supplies, and equipment. These prices are incrprated int the Stevens SciQuest shpping prtal accessed thrugh the Kuali Financial System. When yu make purchases withut using the SciQuest prtal, yu may pay mre fr the same item, as well as incur sales tax. Therefre, please limit the practice t nly emergency situatins, when purchases are made frm persnal funds and then submitted fr reimbursement. These expenses are typically cnsidered unallwable n federal grants and cntracts; thus, questins regarding their inclusin n reimbursement frms shuld be directed t Office f Spnsred Research. Miscellaneus Travel Csts Other travel expenses may include, but are nt limited t: Business telephne calls using persnal devices while traveling Htel internet service fees Fees fr passprts and visas, if specifically btained in rder t perfrm wrk fr r n behalf f the University Fees fr currency exchanges Necessary and reasnable laundry and dry cleaning charges after cmpleting five cnsecutive days f business travel and dcumented with receipts Expenses assciated with baggage handling and strage, including excess baggage charges and tips; and Persnal calls that are reasnable (generally nt mre than an average f 15 minutes per day) All such expenses must be itemized and dcumented in accrdance with this Plicy. Persnal and Cmpanin/Spusal Business and Travel Expenses General - The University will nt directly pay r reimburse travelers fr expenses that are inherently persnal in nature. Please refer t the Overview sectin f this Plicy fr examples f items that are persnal in nature. Persnal Business Cnducted During Perid f Travel - Persnal expenses, as well as any incremental travel csts incurred fr persnal business during the curse f a university business trip, are the respnsibility f the traveler. Incremental travel csts include expenses that wuld nt have been incurred n the business prtin f the trip, except fr the fact that the traveler cnducted persnal business at sme pint during the trip. Fr example, gas and mileage charges fr ut-f-the-way travel t visit friends r relatives are persnal expenses. Such expenses must be identified and deducted frm the expenses reprted n the expense reprt. Persnal expenses may nt be charged t university accunts (even if the intentin f the traveler r a third party is t later reimburse the University). Airline reservatins fr persnal 27

28 travel made using a University preferred travel agency shuld be charged t a persnal credit card and nt billed t a university accunt. Using the University as a cnduit fr persnal expenses may result in disciplinary actin. Cmpanin/Spusal Business and Travel Expenses - Expenses incurred fr accmpanying cmpanins/spuses are cnsidered persnal in nature except n ccasins when attendance f a cmpanin/spuse at an event serves a bna fide business purpse fr the University and the presence f the cmpanin/spuse is essential (nt just beneficial) t the emplyee being able t carry ut the business purpse fr the University. In these cases, the business and/r travel expense shuld be authrized in writing by the Vice President, Dean r Department Directr. The written apprval must be submitted with the expense reprt and must detail the business purpse served by the cmpanin/spuse s attendance at the event and hw the cmpanin/spuse s presence was essential in carrying ut that business purpse. Since these csts are always unallwable as direct r indirect csts fr Federal reimbursement, these csts must be recrded using an apprpriate unallwable bject cde r functin cde. Likewise, if cmpanin/spusal travel is crdinated with a preferred travel agency and t be paid fr by the University, written apprval must be btained by ne f the persns utlined abve, and must be submitted with the travel request. Amunts paid by the University fr cmpanin/spusal travel and/r business expenses must be included in the emplyee's W-2 as taxable wages unless the cmpanin/spuse s attendance at the event meets the abve requirements. Departments shuld cnsult the Divisin f Finance prir t making cmmitments t reimburse fr cmpanin/spusal travel and/r business expenses as the reimbursement may be taxable t the emplyee. G. RELOCATION OF NEW EMPLOYEES General Requirements University departments may, in hiring new emplyees, agree t pay a prtin f the cst f relcating the new emplyees and their families. Relcatin and Taxable Incme Certain types f mving expenses paid r reimbursed by the University must be treated as additinal cmpensatin t the emplyee, subject t bth incme and emplyment tax withhlding. Generally, if the expenses paid by the University qualify as deductible mving expenses by the emplyee and are supprted by receipts r ther apprpriate dcumentatin, the payments are nt required t be reprted n the emplyee's W-2 fr United States Federal incme tax purpses. A department may elect t cver all r a prtin f taxable expenses f relcating a new emplyee; in this situatin the new emplyee shuld be infrmed in advance f the mve that the payment f these expenses will be subject t bth incme and emplyment tax reprting and withhlding. The IRS classifies payments fr indirect mving expenses as taxable wages (e.g., huse-hunting trips; settling-in csts, such as temprary ldging t a new wrk site). Many departments prvide a ne-time payment thrugh Payrll fr settling-in csts as an administrative slutin fr prviding indirect mving expenses. Please als be aware that the IRS mileage reimbursement rate fr mving is lwer than the reimbursement rate fr rdinary business travel. 28

29 VI. PAYMENT OF BUSINESS EXPENSES A. TRAVEL ADVANCES General The University will prvide travel advances in apprpriate amunts fr emplyees traveling n authrized university business t cver reasnable miscellaneus csts, such as taxi fares, tips, and ther business expenses. Travel advances must nt be used t cver persnal expenses. The size f the advance must be a reasnable estimate f the amunt f cash necessary t cnduct university business. Each travel advance is the persnal bligatin f the traveler. Thus, the traveler is respnsible fr any lst r stlen travel advances (whenever pssible, travelers shuld use htel vaults t secure cash r ther valuables). Emplyees are respnsible fr submitting an expense reprt with required receipts t accunt fr the travel advance and fr returning the unused balance f the travel advance. Prcedures fr Obtaining Travel Advances Travel advances are nt a benefit. Rather, they are a mechanism t supprt the business needs f university emplyees when traveling and apprpriate. Requests fr travel advances are submitted n the Travel Expense Advance Request frm. Advances will nt be granted t emplyees wh have an uncleared prir travel advance unless the signatry/signatries apprpriate t the traveler certifies that extenuating circumstances warrant the secnd advance. Availability f Travel Advances Travel advances will generally nt be prvided earlier than three wrking days befre the planned departure date f the trip unless there are extenuating circumstances r an apprved exceptin. Emplyees must immediately return any travel advance t the Divisin f Finance when a trip has been canceled r has been pstpned fr mre than five wrking days. If travel advances are greater than the expenses incurred, the traveler must return the remaining balance (by cash r persnal check) t the Divisin f Finance at the same time the expense reprt is submitted. It is the department s respnsibility t ensure the travel ccurs. Uncleared Travel Advances (including payrll reprting) The Divisin f Finance mnitrs uncleared travel advances and sends ntificatins t travelers if the advance is nt cleared within 30 days f travel cmpletin. If an individual fails t substantiate the business expenses cvered by the travel advance within 90 days after cmpleting the travel (e.g., clearing the advance), the University is required by the IRS t reprt these payments as taxable incme t the emplyee. An emplyee may nt btain additinal travel advances if the emplyee has uncleared utstanding travel advances except in the case f extenuating circumstances as described in Prcedures fr 29

30 Obtaining Travel Advances. in cases where individuals are requesting reimbursement prir t the trip, the department is respnsible fr ensuring the trip ccurs. B. EXPENSE DOCUMENTATION The primary respnsibility fr expense dcumentatin rests with the individual requesting reimbursement r incurring the business r travel expenses and the departments and supervisrs wh are authrizing and apprving these business and travel expenses. General Thrugh dcumentatin and accunting fr expenses is required. University business and travel expenses are subject t audit by gvernment agencies, internal and external auditrs and ther spnsrs. Required Dcumentatin and Receipts All individuals requesting reimbursement r incurring business and travel expenses are required t attach receipts (r scan theref) t substantiate their business expenses (except in the case f per diem reimbursements see Travel per diem Optins Fr Emplyees Only). As with any university payment, supprting dcumentatin is necessary t verify expenditures and eliminate the pssibility f duplicate payments. All single expenditures f $50 and greater need t be accmpanied by receipts. If, in rare cases, receipts are nt available, a Missing Receipt Frm must be cmpleted. An electrnic fillable versin f the Missing Receipt Frm can be fund here: All nn per-diem expenditures (parking, grund transprtatin, tlls) charged t federal spnsred prjects (regardless f the amunt) must be accmpanied by receipts. It is nt apprpriate t rund-ff amunts r t estimate expenses. In cases where receipts are nt required t be submitted, e.g., highway tlls, tips, r an expense in an amunt less than $50, etc., individuals must still reprt the actual amunts f the charges and itemize these expenses. Detailed receipts that supprt credit card charges are cnsidered t be riginal receipts and must be submitted. Cpies f credit card charge slips (withut the detail) r credit card statements are nt sufficient dcumentatin. Tear-ff stubs fr meals shuld be accmpanied by a cash register receipt. If n ther frm f receipt can be btained, the credit card statement r charge slip will be accepted. In the case f airfare nt charged directly t a departmental accunt thrugh a University preferred travel agency, travelers must prvide prf f payment. Travel itineraries d nt cnstitute receipts fr reimbursement purpses. Meal and restaurant receipts must be itemized and include the name and lcatin f the restaurant, the number f peple served and the date and amunt f the expense. If alchl is included in the receipt ttal, and expenses are being charged t a spnsred prject, the cst f alchl must be identified and recrded separately frm the rest f the meal. This must be dne since alchl is nt an allwable direct r indirect expense n federally spnsred prjects. Receipts in freign languages shuld be translated if the type f expense is nt clear, r if the detail f 30

31 the expense has t be knwn in rder t determine apprpriateness f apprval, i.e., such as receipts fr fd in rder t cnfirm that alchl is nt included in the reimbursement. Nrmally, receipts fr expenses such as taxi r ther transprtatin need nt be translated, as lng as the cst is reasnable fr the activity. Departments must maintain dcumentatin (including receipts) in accrdance with the University s Plicy fr Recrds Retentin. Dcumentatin is required t cmply with Federal regulatins. Itemizing Expenses - Expenses shuld be allcated t the prper university accunt number(s) based upn bject cde/expense type. Segregate unallwable business expenses by recrding them in the apprpriate bject cdes (6148 Alchlic Beverages, 6182 Other Federal Unallwable Expenses). Other expenses incurred while traveling can be charged t the apprpriate travel bject cde in the 621X series, shwn in Appendix B. Authrized persns apprving business r travel expenses are primarily respnsible fr enfrcing this Plicy and, in s ding, must be satisfied that the expenses are apprpriate, reasnable, and sufficiently described and dcumented in a manner cnsistent with this Plicy. Apprval Authrity Expenses are submitted fr apprval using the Travel and Business Expense Reprt (TABER) frm and must be reviewed and apprved by the individual s supervisr r smene at a higher level than the supervisr. In additin, when the expense reimbursement is entered int the Kuali Financial System, it will rute fr apprval t the accunt s fiscal fficer and Organizatin Apprver. N individual is authrized t apprve his r her wn, a peer's r a supervisr's business r travel expenses. This restrictin is imperative due t the nature f business and travel expenses and the authrity that must be exercised by supervisrs in apprving r disallwing expenses in accrdance with the Plicy. Prf f Payment - When requesting reimbursement fr travel r business expenses paid via persnal check, a cpy f the frnt and back f the check r scanned image may be required t substantiate the expense. 31

32 Appendix A Cntact List and Useful Web Sites Department Website (with suffix Campus Travel Prtal N/A Chief Risk and Cmpliance Officer TBD cshaw Divisin f Finance finance-supprt Office f the General Cunsel hberle Office f Human Resurces Purchasing Department purchasing Office f Spnsred Accunting spnsredaccunting Office f Spnsred Prgrams facultysupprtcenter 32

33 Appendix B - Cmmn Expense and Travel Object Cdes Expense cdes: If there is business travel invlved, please see the sectin belw labeled Travel Cdes = Mbile cmmunicatins, including devices and service (pagers, cell phnes, internet service) 6133 = Membership fees, dues and membership fees t prfessinal rganizatins 6135 = Cnference registratin fees, if there is travel r meals invlved t attend the cnference thse expenses shuld be charged t the apprpriate 62XX cde listed belw under Travel Cdes 6141 = Business meals, if traveling use the apprpriate 62XX cde listed belw under Travel Cdes. Please carefully read Sectin V item D Alchl, Meals and Entertainment = Hspitality, expenses fr fd and beverages served at meetings r in receptin areas 6148 = Alchlic Beverages, Alchlic beverage expenses must be listed and cded separately frm all ther expenses. In additin, under NO circumstance can alchl be charged t a Spnsred Accunt. Please carefully read Sectin V item D Alchl, Meals and Entertainment = Office Supplies 6179 = Subscriptins 6182 = Other Federal Unallwable Expenses Under NO circumstance can this cde be used charged t a Spnsred Accunt. Travel cdes: Fr ALL expenses incurred during travel, please use ne f these bject cdes. Travel expenses include meals r per diem, ldging, transprtatin = Travel Dmestic 6212 = Travel Freign 6213 = Travel Athletics Recruiting 6214 = Travel Athletics Teams 6215 = Travel Emplyment Recruiting 6216 = Travel Student Recruiting 6217 = Travel Nn-recverable 33

34 Appendix C Eurp Assistance Business and Travel Expense Plicy Stevens has btained insurance cverage and emergency services thrugh Eurp Assistance, a leading glbal medical assistance prvider. The Eurp Assistance prgram, underwritten by Chubb Insurance, prvides cverage fr Accidental Death & Dismemberment and certain cvered emergency assistance services, including Medical Evacuatin and Repatriatin. Each emplyee f Stevens is eligible t receive a Chubb/Eurp Assistance Identificatin Card which shuld be carried with yu at all times while traveling n business. This card can be dwnladed and printed frm and shuld be btained prir t any dmestic r internatinal travel. If yu are in need f emergency services yu shuld call the number n the card, indicate yu are an emplyee f Stevens Institute f Technlgy, have services thrugh a Chubb Insurance plicy and prvide bth the Plicy number and Grup ID number n the Chubb/Eurp Assistance identificatin card. As an emplyee f Stevens, Eurp Assistance can prvide yu with ther travel related services (such as the replacement f lst r stlen travel dcuments and making emergency travel arrangements) beynd the services cvered under Stevens plicy. Hwever, the cst f these additinal travel services wuld be yur persnal respnsibility. 34

35 Appendix D - Laws Applicable t Freign Travel Bth U.S. and freign laws will have applicability t yur activities abrad. Freign laws may be quite different frm U.S. laws. If yu are travelling utside f the U.S. t cnduct wrk in anther cuntry r are cnducting research utside f the U.S. (including cllabrative research with anther institutin), please btain advice befre yu make plans t travel. The Office f General Cunsel can prvide advice r access legal resurces in the U.S. and in ther cuntries t btain infrmatin n relevant laws. Please make sure t identify these issues well in advance f yur travel and see apprpriate advice. Set frth belw are several illustrative examples f laws which may apply t yur travel and wrk; this list des nt purprt t be cmprehensive and des nt substitute fr legal advice n the particular circumstances f yur travel r wrk. Exprt Cntrl Laws: Travel, research cllabratins, expenditures r transfer f research results, data, equipment r materials utside f the U.S. may create exprt cntrl cncerns fr the University and members f the University cmmunity. Exprt cntrls are U.S. laws which regulate the exprt f certain cntrlled technlgies, services and infrmatin t freign natinals, freign entities r freign cuntries fr reasns f natinal security and freign plicy. An exprt culd be the actual shipment utside f the U.S. f cntrlled equipment r materials r the disclsure f infrmatin r technical data related t cntrlled equipment r materials utside the U.S r inside the U.S. t a freign natinal. Technlgy transfer activities which culd trigger exprt cntrl cncerns include scientific, engineering and academic exchanges, and internatinal meetings and visits. Similarly, restrictins administered by the Department f Treasury s Office f Freign Assets Cntrls (OFAC) are based n the nature f a business transactin and nt the technlgy invlved. Certain transactins with certain cuntries (currently the Balkans, Belarus, Burma, Ivry Cast, Cng, Cuba, Iran, Iraq, Liberia, Libya, N. Krea, Smalia, Sudan, Syria and Zimbabwe), entities and individuals are prhibited withut a license frm the U.S. gvernment, unless an exceptin applies. Taking a laptp cmputer r ther electrnic device utside the U.S. may be regarded as an exprt subject t regulatin by the U.S. gvernment under the U.S. exprt cntrl laws. Such exprts may require a license frm the U.S. gvernment, particularly if yu are traveling t a cuntry with which the U.S. has an embarg r yur device cntains encryptin sftware, unpublished data cvered by a technlgy cntrl list maintained by the U.S. gvernment, data with ptential military use r data relating t weapns f mass destructin. S lng as yu are nt traveling t an embarged cuntry and d nt have encryptin sftware, a license shuld nt nrmally be required if yur electrnic device is f a type that is generally available fr sale frm cmmercial vendrs, is kept under yur immediate cntrl when utside the United States and is brught back t the United States within ne year f the initial departure. Sme travelers prefer t bring a clean device when they travel as ppsed t their regular device. Immigratin Law: Stevens emplyees wh are nrmally resident in New Jersey may travel utside the U.S. fr purpses f cnducting Stevens business but may be required t btain an entry visa r a wrk permit under 35

36 the laws f the ther cuntry. Althugh certain brief visits abrad fr infrmal meetings may be classified by a particular cuntry as turism, it is advisable t check n the visa and wrk permit requirements in the cuntry t which yu are traveling well in advance f yur trip. If yu are traveling utside the U.S. t cnduct Stevens wrk (e.g. teaching a curse, cnducting cllabrative research at anther university, leading a Stevens travel prgram), yu are strngly advised t investigate the need fr a visa and wrk permit well in advance f yur trip. Traveling withut an apprpriate visa r permit may result in a denial f entry, deprtatin r the impsitin f fines by the lcal cuntry. If yu are nt a U.S. citizen, yu will encunter additinal issues and shuld btain specific advice t ensure yur timely return t the U.S. The embassy r cnsulate f the cuntry t be visited can prvide infrmatin abut entry requirements. Infrmatin abut the visa and permit requirements f a particular cuntry are available at the embassy r cnsulate fr the cuntry. Imprt f Exprt f Research Materials: The imprtatin t the U.S. f bilgical, chemical r hazardus materials may require permits and cmpliance with certain regulatins. If yu wish t imprt a select agent r txin, yu need t register with the CDC and cmply with the regulatins gverning the use, transfer and pssessin f select agents and txins. The USDA s Animal and Plant Health Inspectin Service (APHIS) cntrls the imprtatin f many items, such as live animals and animal embrys. Imprt permits frm APHIS are required fr the imprtatin f plant pathgens (bacteria, viruses, fungi, mycplasmas and nematdes) as well as fr any fruit and vegetable samples. Mst ther cuntries als regulate what yu may imprt int the cuntry r exprt frm the cuntry. Custms: University emplyees shuld avid carrying cash beynd that necessary fr immediate and rdinary persnal expenses while traveling. An individual traveling t r frm the U.S. with cash (including traveler s checks) in excess f $10,000 must declare the amunt t U.S. Custms. Many ther cuntries restrict the amunt f cash that an individual may bring in r ut f the cuntry. One cnsequence f nncmpliance with these requirements may be cnfiscatin f the cash. Anti-Bribery Laws: The U.S. Freign Crrupt Practices Act makes it illegal t crruptly ffer, prmise r give anything f value t a freign fficial r t a freign plitical party r fficial f such party t btain influence, induce an actin r btain an advantage. The Act will als apply if yu use an intermediary t effect such a payment. The Act prvides fr criminal and civil penalties and will nt permit Stevens t reimburse any emplyee fr penalties incurred, even inadvertently, under the Act. It is imprtant t nte that many nn-u.s. universities and hspitals are state-wned and run, thus making emplyees f these entities freign fficials fr purpses f the Act. Mst cuntries utside the U.S. als have their wn anti-bribery laws which may have brader applicability. Anti-Byctt Rules: U.S. law prhibits individuals and entities (including Stevens) frm participating in a byctt that is nt apprved by the U.S. gvernment. The main unsanctined byctt t which these laws have been applied is the Arab byctt f Israel. A byctt may take varius frms including refusing t d business with the byctted cuntry and discriminating n the basis f race, religin r natinal rigin. All Stevens activities, whether dmestic r internatinal, will be subject t the Stevens nndiscriminatin plicy. Privacy Laws. The privacy laws f ther cuntries can be mre rigrus that in the United States, and researchers must take care t becme familiar with the requirements f lcal jurisdictins when gathering infrmatin frm lcal citizens. The Eurpean Unin, in particular, has develped extensive statutry prtectins fr the persnal infrmatin f its citizens that exceed the prtectins that the U.S. requires. Strict guidelines cntrl when persnal infrmatin can be gathered, what cnstitutes a legitimate purpse fr cllecting data, and whether persnal infrmatin can be transferred t third parties. A cpy f the Eurpean Unin s directive is available at 36

37 DATE OF ISSUANCE: This Plicy was apprved at the President s Cabinet Meeting, Octber 2, 2012 and is effective February 1, 2013 and applies t all business and travel expenses incurred and/r expense reprts submitted n r after that date. RESPONSIBLE DEPARTMENT/UNIT: Office f Finance. Questins abut the cntent f this Plicy shuld be directed t the Divisin f Finance. REVISIONS: Minr Revisins may be made peridically that might include such things as clarifying statements, additinal examples, cntract ffice updates, and frmatting changes fr ease f use by the University cmmunity. Such changes will be tracked by the Divisin f Finance. The date in the lwer margins f the plicy will reflect the revisin date. A cmplete lg f revisins is available upn request frm the Divisin f Finance. ABSTRACT: In general, Stevens Institute f Technlgy will pay fr the lwest cst methd f accmplishing the business purpses. ACKNOWLEDGMENTS: We thank ur peers at Carnegie Melln University, Crnell University and Lehigh University fr the generus sharing f their plicies n-line, and their guidance in creating this plicy. 37