Canisius College Travel and Business Expense Reimbursement Policy General It is understood that College business may require staff/faculty to travel. Individuals should conduct their travel with an awareness that they are using College funds, the vast majority of which are derived from student tuition payments. It is our responsibility to be attentive to the reasonable and effective use of resources provided by the College. The basic intent of the policy is to ensure that individuals traveling on College business neither gain nor lose personal funds as a result of that travel. Canisius College will pay for normal, reasonable and prudent business related expenses that are incurred by individuals traveling on official College business whose purpose is to further the mission of Canisius College. Travel costs are to be allocated and expended within established budgetary limitations and, as funds to support travel are limited, travelers are not to make commitments to travel or incur travel expenses without first obtaining the appropriate approvals. These policies and procedures are intended for College-wide use. All travelers are to comply with the following travel and business expense reimbursement policies and procedural guidelines. Statement of Tax Exempt Status Canisius College status as a not-for-profit educational institution allows for an exemption from sales and use tax in many states. Sales and use taxes are governed at the state (and local) level and exemption rules vary from state to state. The College has filed for exemption certificates in these states based on the frequency of employee travel and purchases made in these states. When traveling or making a purchase from suppliers in any of these states, please provide the appropriate exemption certificate (available from the Controller s Office) to avoid paying sales tax. Kevin, can we attach our forms? College Credit Card The Canisius College credit card is to be used for all business travel expense. NOTE: All travel (air, hotel, car, rail, etc.) must be made utilizing the official college travel agency. Travel Agency and Traveler Profiles The official travel agency for the college is The Travel Team. Our program with The Travel Team provides the employee with the opportunity to book travel through the Concur website or by calling one of their travel agents when necessary for complicated domestic travel (e.g. multiple cities), international travel or any changes to existing reservations (855-418-8392). The first and most important step is to setup your personal account record (profile) with The Travel Team, Inc. In an effort to protect Canisius College s data integrity and prevent fraud, our agents cannot accept a reservation unless you have a profile. Please go to: www.thetravelteam.com and click on the link to login to our secure profile site in the upper right hand corner to begin the process of creating your profile. Detailed instructions for Canisius College are provided as links to this document. Should you have any questions, please call 855-418-8392 and choose option 7. After a brief greeting, you will hear several options for reaching the appropriate department. Please note that these options are subject to change. You can also email online@thetravelteam.com. Canisius College s Company Code is 1UI2-CANISIUS (#one, uncle, igloo, #two CANISIUS). It is extremely important to update your profile with TSA Secure Flight data. Please include your name, birth date and gender exactly as it appears on the government issued ID you will use when traveling. Airlines have started to deny boarding to travelers who do not have this information in their reservations at the time of check-in. Additionally, all of your membership accounts should have your name as it appears on your government issued ID on record. 1
You will not accrue miles or points if the vendors do not have this information. Please contact each vendor to make any changes. The Travel Team s hours of operation are Monday Friday, 8:00 a.m. until 6:00 p.m. EST. Emergency Afterhours Service is available to you, should you need assistance at night or on the weekends. It is charged to Canisius College at a premium rate, so please use it only in Emergency situations while you are en route (cancelled flight, lost hotel reservation, etc.). Your designated phone number will automatically connect to the Afterhours service after 6:00 p.m. EST. You will need to provide the following code to the After Hours agent 1UI2 (#one, uncle, igloo, #two) & your name. Travel Authorization Travel on College business must be authorized in advance by the vice president, dean, department chairperson, or director responsible for the travel budget. This individual is responsible for assuring that budgeted funds are available to meet all travel commitments. All travel reimbursements must be signed by the employee and immediate supervisor. Vice Presidents and the President must have their travel expense reimbursed by the Vice President of Business/Finance. Expense Reimbursement Limitations and Receipt Requirements General College travel is reimbursed only on the basis of actual and reasonable expenses incurred, subject to the limitations set forth in this policy. Original receipts are required for all travel expenses, including airfare, hotel, and car rental bills. Conference and Sponsored Programs Travel Eligible travelers are frequently required to preregister for conferences and workshops. In the event of preregistration, fees are to be paid utilizing the college credit card. All travelers who attend a conference or seminar are required to submit a copy of the conference/seminar agenda with the Travel Expense Report. It is recognized that arrangements for hotels may need to be made outside the Concur site. Travel costs are generally limited to those allowed by the policies and procedures that govern College-related travel, including sponsored programs. However, certain sponsored programs may contain provisions that further limit the amount and type of reimbursable travel expenditures. For example, under most sponsored programs awards, the lowest available commercial discount airfare or customary standard commercial airfare must be used. Prior to incurring travel-related expenses, individuals traveling under sponsored programs awards are encouraged to contact the respective Vice President, Dean or Direct Supervisor regarding approved travel costs. Non-Employee Travel For all non-canisius College eligible travelers (e.g., prospective employees, speakers, consultants) when travelling at the College s expense, the Travel Agency is to be utilized. Transportation and Related Expenses Travelers are to choose the most practical and economical mode of transportation, and are generally to travel the most direct route. Consideration is to be given to the total cost to the College, including the cost of eligible traveler subsistence and lost work time. All travelers are to comply with the following 2
guidelines for actual and reasonable transportation expenditures. Commercial Transportation The College reimburses commercial air, rail, and bus transportation fares for economy/coach accommodations. Whenever possible, discounted or reduced round-trip rates should be taken when available. Airfare All eligible travelers are expected to travel coach class. Personal and frequent flyer credits may be used to upgrade travel class; however, no reimbursement will be made and no contribution recorded on behalf of the eligible traveler for the business use of frequent flyer credits. Delays/Layovers: If you are unable to make a connecting flight because the first flight has been delayed for any number of reasons including mechanical failure, weather, etc. the burden of responsibility in this case rests on the carrier whose flight has been delayed. Most carriers will book you on your final destination on the next available flight even if it is not with their airline; however, this is not a written regulation. If a mealtime and/or overnight are involved, they will provide for dinner and a hotel room as compensation. Eligible travelers should seek to obtain as many services as possible through the carrier and are urged to inquire about these services should such an event occur. The College will cover expenses not covered by the airline, if ordinary, necessary and reasonable. Flights should be booked at least 7-14 days in advance. Business requirements may often dictate the day and general timing of flights, but employees should consider a range of departures and arrival times in order to obtain the lowest possible fare. Eligible travelers should consider alternate airports whenever possible. Eligible travelers should always book the lowest possible fare for all domestic flights. Air carrier selection cannot be biased by any traveler s frequent flyer affiliation. The lowest cost air carrier should take precedence over frequent flier programs. Every effort should be made to apply any unused tickets to a later trip before it expires. In the unlikely event that the employee should find a lower fare special on-line, the individual should contact the College s travel agent for final booking Eligible travelers are not to use private aircraft when traveling for business Manager approval is required for flight costing more than $1,000.00 Private Automobile When travel by private automobile is chosen over commercial transportation in order to save time, to transport equipment, or to reduce costs when a number of people are traveling together to the same destination, reimbursement to the traveler is made on the basis of mileage traveled. The reimbursement rate is based on the IRS Code s allowable reimbursement rate for business miles (which includes gasoline, oil, repairs, and insurance costs of operating a vehicle). However, ferry, bridge, tunnel, toll road, and parking charges are reimbursable in addition to the mileage allowance. An accurate daily record of miles traveled is to be maintained. Upon completion of travel, mileage and expenses are to be submitted on a Travel Expense Report form. Business miles are based on the most direct route. When, primarily for the convenience of the traveler, a private automobile is used for official travel, 3
reimbursement is not to exceed the cost (or the sum of the costs for more than one traveler) of roundtrip air travel (to include cost of economy/coach airfare and incidental expenses to and from airports) between the nearest commercial airports serving the cities of origin and destination. It is recommended that the traveler use the rental car option if it is more cost efficient versus the personal mileage reimbursement. For example, it traveling beyond a distance of 150 miles, in most instances, it is more cost effective to use the rental car option versus private automobile. Caution: The college will not provide reimbursement for (a) repairs to your personal car, even if these costs result from business travel, or (b) travel between a personal residence and your regular work location. Caution: A traveler should review his or her personal vehicle insurance coverage before using a personal vehicle on a business trip, because the traveler s insurance is the primary insurance coverage. Note: an eligible traveler involved in an automobile accident while on college business and driving his/her own automobile is covered by his/her own automobile insurance policy for damage to the vehicle and property and must notify the Business and finance Office at ext. 2480 within 24 hours, in addition to notifying his or her insurance carrier. Automobile Rental The use of rental cars is authorized when their use results in savings of cost or time or when other modes of transportation are not available. The traveler is to charge the rental to his or her college credit card and is to do business with the rental car agency offering the best rates. The College has a preferred supplier agreement that designates Enterprise as the primary vendor for Canisius College. The Travel Team s systems support this agreement. Upon request, the authorized travel agency will reserve rental cars when commercial transportation reservations are booked. Note: If renting a passenger van for travel, van rental must be limited to a vehicle with seating capacity of no more than twelve (12) passengers. When renting a vehicle in New York State, you may be required to present the New York State Tax Exemption Certificate ST 119.1. You can obtain this certificate by contacting the Controller s Office Rental Car Insurance Do not purchase additional liability or loss insurance from the rental car company as coverage is already provided through the College s automobile insurance policy. This coverage does not extend to loss of personal items. If a rented car is involved in an accident, the employee must notify the office of the Vice President for Business and Finance, ext. 2480 within 24 hours, in addition to notifying the car rental agency. Reimbursable costs include daily rental fee, gasoline charges, parking and tolls. NOTE: Travelers should refill gas tanks before returning the vehicles. Rental car companies levy a charge for refueling, usually more than the price of gas. Avoid drop off charges by returning the vehicle to the renting location; compare the cost of air travel versus driving and the drop off charge. Parking Necessary charges for parking are reimbursed, including airport parking fees that do not exceed normal taxi fares to and from the airport. Shuttle Service The cost of shuttle service to and from airports and railroad stations, plus reasonable tips, is 4
reimbursed to the extent that such service is not included in air or rail fares. Taxi Service Taxi fares, including reasonable tips, are reimbursed when public transportation or shuttle service is not practical. Lodging, Meals, and Related Expenses Travelers are expected to use prudent judgment in the selection of hotels and restaurants while traveling on official College business. Travelers are to use standard accommodations in budget minded hotels (i.e. Hampton Inn, Fairfield Inn, etc.), motels, and dine in restaurants of equivalent quality. As educational discounts are commonly given by many hotels, inquiry regarding their availability should always be made. Expenses for lodging and meals are reimbursed, as explained below. Personal expenses, such as guest accommodations and other nonbusiness charges, are the responsibility of the traveler. Maximum for Meals and Lodging The maximum reimbursement for travel expenses is the rates used by the U. S. General Services Administration s published list of per diem rates as set by the federal government and available at http://www.gsa.gov/portal/category/21287. The per diem rate is based on the rate in effect on the dates of the trip and the location of the night s lodging. It is updated at stated intervals by the federal government. The meal per diem rate includes meals, beverages, tips and taxes. Manager pre-approval is required for amounts greater than per diem rates. Lodging The traveler is to make lodging reservations in advance through the authorized travel agency, and is to provide the agency with the appropriate lodging accommodation s specifications. Travelers should use their best judgment in selecting accommodations which are safe, convenient and economical. Sufficient advance notice to the travel agency will ensure the best accommodations at the most reasonable cost. The original hotel/motel bill and proof of payment are required documentation. Meals The traveler is reimbursed for the actual, reasonable cost, including tax and gratuity, of his or her meals during the travel period. When Canisius College eligible travelers only are in attendance, meal costs should be limited to U.S. General Services Administration s published per diem schedule http://www.gsa.gov/portal/category/21287. Meals are defined by the GSA as expense for breakfast, lunch, dinner and related tips and taxes. They exclude entertainment expenses. Business Expenses Other expenses normally associated with travel that are reimbursable regardless of whether a traveler receives lodging and/or meal reimbursement on an actual expense or per diem basis include registration fees, telephone calls made while on official business, and miscellaneous expenses clearly related to the purpose of the travel and fully documented as such. Other Miscellaneous Expenditures Not Reimbursable a. Costs incurred by unreasonable failure to cancel transportation or lodging reservations; b. Fines for automobile violations; 5
c. Lost or stolen tickets, cash, or property; d. Damage to property; e. Additional travel expenses incurred when an itinerary is altered to accommodate personal affairs (e.g., airline change fee, travel accident insurance, rental car insurance) f. Child care or babysitting expenses g. Other expenses not directly related to the performance of the travel assignment (e.g., in-room movies, personal items). h. Additional expenses associated with first class airfare i. Costs incurred by spouse or other dependents traveling with you j. Cost of personal medications k. Other expenses not directly related to the business purpose of the travel l. Cost of commuting between your home and the campus m. Entertainment expenses, including movies in your hotel room n. Gasoline when the personal mileage reimbursement rate is claimed Foreign Travel Arrangements for foreign travel under sponsored project awards can be complex, often requiring detailed justification for each trip. Many sponsors must approve each trip abroad well in advance of departure, whether or not such travel is referenced in the award notification. In particular, foreign travel under federal sponsored project awards must be authorized in advance by the sponsor; however, certain federal sponsors delegate this approval authority to the University's Office of Sponsored Programs. Federal awards also require that U.S. flag air carriers be used regardless of cost, convenience, or personal travel preference. For specific information regarding sponsor requirements, individuals traveling under sponsored project awards are encouraged to contact the Office for Sponsored Programs prior to incurring any foreign travel expenses. All claims for foreign travel expenses must be converted to U.S. dollars. The conversion rate and computation, as well as the source used to verify the rate (e.g., WALL STREET JOURNAL), must appear on each receipt. Foreign travel expenses charged to Visa Corporate Cards are converted by Visa, and are reimbursed to the traveler as they appear on the Corporate Card bills. Travel Time Pay for Hourly Employees For information on compensation for nonexempt employees (overtime pay eligible) employees, consult with Human Resources. NOTE: Occasionally it may be necessary for travelers to request exceptions to the College Travel Policy. No policy can anticipate every situation that might give rise to legitimate business expense. Reasonable and necessary expenses which are not listed in this policy may be incurred. Request for travel exceptions must be approved by the Vice President, Dean, Immediate Supervisor or Designee. Any exception related to policy must be approved prior to travel occurring. Documentation approving exceptions must be maintained by the Department. A log of the exceptions including purpose and rationale for granting the exception will be maintained by the College. Sept 2012 6