Financial and Business

Travel and Business Hosting Policy

Section: Financial & Business Policies
Policy Name: Travel and Business Hosting Policy
Policy Owner: Executive Vice President
Responsible University Office: Office of the Vice President For Finance and Deputy Treasurer
Origination Date: October 10, 1988
Revisions: September 26, 1990; July 1994; June 1, 1996; September 20, 2000; March 16, 2001; August 7, 2002; September 23, 2004; July 1, 2005; September 12, 2005; September 7, 2006; August 11, 2008; February 2010; December 2010; August 1, 2013; June 13, 2017
Legacy Policy Number: 3-07
  1. SCOPE OF POLICY
    1. This policy relates to expenses incurred for traveling and entertaining on behalf of the University, regardless of the funding source, and including state, federal, basic budget, and reserves.
    2. It applies to all travel and business hosting events for all individuals including University administrators, faculty, staff, students, and non-employees.
  2. DEFINITIONS
    1. Accountable Plan – a reimbursement arrangement that requires employees to substantiate their business-related expenses to the University within a reasonable time and to refund any excess advances within a reasonable period. With an accountable plan, reimbursements are not reported as income and are not required to have payroll taxes withheld and reported on W-2.
    2. Bona Fide Business Purpose – defined by the Internal Revenue Service (IRS) as a provable real business need that requires a particular individual’s presence and services.  Incidental services such as typing notes or assisting in entertaining are not enough to make the business purpose deductible.
    3. Card Administrator – a University employee within each department responsible for verifying within the credit card allocation system that all charges against the Cardholder’s account are backed up by Supporting Documentation and that the documentation is retained within the department.
    4. Cash Advance – cash provided prior to travel for Per Diem or business hosting in lieu of using a credit card. All cash advances must be reconciled within 30 days of return from travel or incurrence of expenses.
    5. Coach – refers to the lowest cost seating assignment on air, rail, bus, or ship (also referred to as Economy).
    6. Economy – refers to the lowest cost seating assignment on air, rail, bus, or ship (also referred to as Coach).
    7. Egencia – preferred travel management provider.
    8. Fly America Act – provisions enacted by 41 Code of Federal Travel Regulations (CFR), Chapters 300 through 304, part 301-10.131 regarding use of United States flag air carriers.
    9. Incidental Expenses – are those incurred for personal use such as personal care products, newspapers, periodicals, etc.
    10. IRS Accountable Plan Guidelines – Publication 463, Chapter 6. To be an accountable plan, your employer’s reimbursement or allowance arrangement must include all of the following rules:
      1. Your expenses must have a business connection – that is, you must have paid or incurred deductible expenses while performing services as an employee of your employer.
      2. You must adequately account to your employer for these expenses within a reasonable period of time.
      3. You must return any excess reimbursement or allowance within a reasonable period of time.
    11. Meals and Incidental Expenses Breakdown Table – Federal General Services Administration table which defines meals and incidental daily expenses by geographic location.
    12. Non-University Personnel – individuals that are not benefited University employees but may be engaged in University related activities. These include independent contractors, temporary labor, candidates for employment, volunteers, spouses, and significant others.
    13. Out of Pocket Expenses – expenses incurred by the traveler that may be business related and subject to reimbursement.
    14. Per Diem – daily allowance for expenses.
    15. Personal Meals – meals incurred when traveling on an out-of-town business trip.
    16. Purchase Order Requisition – form that a department must submit to Procurement Services for approval to purchase needed supplies, materials, or services.
    17. Reasonable Period of Time – depends on the facts and circumstances of your situation. However, regardless of the facts and circumstances of your situation, actions that take place within the times specified in the following list will be treated as taking place within a reasonable period of time:
      1. You receive an advance within 30 days of the time you have an expense.
      2. You adequately account for your expenses within 60 days after they were paid or incurred.
      3. You return any excess reimbursement within 120 days after the expense was paid or incurred.
    18. Supporting Documentation – a merchant produced or non-University document (e.g., sales receipt, original invoice, packing slip, credit receipt, etc.) that records the relevant details for each item purchased including quantities, amounts, a description of what was purchased, the total charge amount and the merchant’s name and address. In the absence of this document, a University Approved Affidavit may be utilized as an exception.
    19. Travel & Business Hosting Expense Approver – designated departmental approver that is not a Credit Card Administrator.
    20. UD Credit Card (Credit Card) – a charge card issued to a University employee for making authorized purchases on the University’s behalf. The University will issue payment to the merchant/card issuer for charges made with the UD Credit Card.
    21. Upgrade – single class increase from the lowest published coach or economy class fare. Does not include aisle seats, bulkhead, exit aisle seats, boarding fees, or other related charges for booking within the coach or economy class seating.
    22. Works – web-based electronic card payment management service and credit card expense allocating system.
  3. POLICY STATEMENT
    1. All travel and business hosting expenses must be reasonable, economical, cost-efficient and for Bona Fide Business Purposes including the entertainment of non-University employed individuals.
    2. If travel or business hosting is to be charged to contracts, grants, or gifts with more restrictive limitations, those limitations will apply. Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly America Act.
    3. Departments or business units may institute stricter guidelines than those presented in this policy. Those units are responsible for the communication and administration of those requirements.
    4. The traveler is responsible for documenting the expenditure in accordance with IRS Accountable Plan Guidelines specifically indicating sufficient detail regarding the business purpose. Failure to comply may result in suspension of privileges, revoking of their UD Credit Card, and denial of their request for reimbursement.
    5. Charges for travel and business hosting expenses incurred while on official leave from the University require specific approval in advance by the Provost for personnel in academic units and by the Executive Vice President for personnel in administrative units, except as noted in Section 3 of the Faculty Handbook.
  4. POLICY STANDARDS AND PROCEDURES
    1. Business Hosting and Meals
      1. General Guidelines
        1. Business hosting expenditures, for which an employee is seeking reimbursement or utilizing a University Credit Card for payment, must pertain to the business needs of the University and receive the approval of the employee’s immediate supervisor or their designee.
        2. Receipts are required for all meals when entertaining, regardless of the amount. Documentation of expenses is the responsibility of the individual(s) remitting payment. Detailed receipts must be kept with the name of the guest(s), the affiliation with the University, the names of the University representatives, and the business purpose of the gathering.
        3. The most senior University employee at the function is responsible for paying the bill. Meals involving UD employees require a Bona Fide Business Purpose – social meals are not allowable.
      2. Meals and Business Hosting – University Personnel Only in Attendance
        1. Business hosting charges for group work-related meals and refreshments are authorized at reasonable actual costs. University facilities or services should be utilized whenever possible. The UD Credit Card or a personal credit card should be used and original receipts are required for all meals, regardless of the amount, and must be maintained by the University employee for reconciliation of business hosting charges. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. Accompanying documentation must indicate the names of the participants, their affiliation with the University, and the Bona Fide Business Purpose of the meeting.
        2. Business hosting expenses for refreshments and meals for University personnel for one annual “get together” event and for service recognition and retirement functions require the approval of a vice president, associate vice president, dean, or equivalent administrative officer and may not be paid or reimbursed with state or federal funds.
        3. Except as approved by the Office of the President, social, sporting, and other similar club memberships are ineligible to be paid with University funds. It is generally not appropriate or allowed to send gifts or flowers to an employee (e.g., death in the family or other major life events); however, such gifts when approved must be consistent with other aspects of the University policy concerning gifts (see Policy 3-23: Policy on Gifts/Mementos to External Parties) and cannot be paid or reimbursed with State or Federal funds.
        4. No charges for alcoholic beverages are permitted to University basic budget or self-supporting, state or federal funds. In cases where alcohol is deemed permissible with appropriate business use, the expense must be itemized as well as categorized and booked to the correct and allowable accounting code.
      3. Meals and Business Hosting – Non-University Personnel in Attendance
        1. The cost of entertaining Non-University Personnel for business purposes, such as candidates for employment and guest speakers, is expected to be consistent with reasonable hospitality. Accommodations and meals are available on campus and in the Newark area at moderately priced facilities, and these facilities should be considered when making arrangements. Procurement Services suggests a list of such facilities at the Procurement Services website.
        2. Receipts are required for all meals with Non-University Personnel in attendance, regardless of the amount, and documentation of expenses is the responsibility of the cardholder. Detailed receipts must be augmented with the name of the guest(s), the affiliation with the University, the names of the University representatives, and the business purpose of the gathering.
        3. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. When a guest’s spouse is present, the University representative(s) may include their spouse; otherwise, business hosting charges are limited to employees and/or students. If more than four University personnel (including spouses) are involved in entertaining guests, prior approval of a vice president, associate vice president, dean, or equivalent administrative officer is required and business hosting expenses must be charged to appropriate account code.
        4. Meals for guests at area restaurants may not be charged directly to a University account with the restaurant.
        5. If more than four University personnel are involved in entertaining guests, prior approval of a vice president, associate vice president, dean, or equivalent administrative officer is required.
    2. Travel & Lodging
      1. General Guidelines
        1. The mode of travel should be selected on the basis of the most economical use of the traveler’s time and the requirements of the trip. If, for the convenience of the traveler, an indirect or interrupted route is chosen, any additional expense will be borne by the traveler. Expenses will be based only on such charges as would have been incurred by a usually traveled route.
        2. Travel expenditures, for which an employee is seeking reimbursement or utilizing a UD Credit Card for payment, must pertain to the business needs of the University and receive the approval of the employee’s immediate supervisor or their designee.
        3. When traveling by commercial airline, rail, or bus, accommodations are to be for a coach or economy class. Any upgrade must be pre-approved by the traveler’s supervisor and can only be for international flights exceeding 6 hours of continuous flying time.
        4. Original itemized receipts are required for all travel related expenditures and Out of Pocket Expenses in excess of $25.00 with the exception of meals and incidentals covered by the Per Diem.
        5. The scheduled trip must be the least costly option taking advantage of round-trip or excursion rates whenever possible. If a traveler interrupts a direct route while on University business for non-University business, reimbursement for the mode of transportation selected will be at either the actual charge or the charge that would have been incurred by traveling the direct route.
      2. Personal Meals While Traveling – Per Diem Reimbursement
        1. Meals and incidentals incurred during business travel are limited to the appropriate Per Diem, regardless of payment method. The employee is responsible for reimbursing the University for costs incurred on the UD Credit Card in excess of the Per Diem (based upon the aggregate duration of the trip) within 30 days.
        2. Total reimbursement for personal meals and incidental expenses is calculated on a Per Diem basis. Domestic and Foreign Per Diem rates are reduced for the first and the last day of travel to 75% of the full daily Per Diem rate.
        3. With the use of Per Diems, meals of the traveler are considered a personal expense and do not include business hosting. Meal receipts for a traveler’s personal meals, for which Per Diem was received, are not required.
        4. Any reimbursement of meals and incidental expenses based on actual receipts must not exceed the total Per Diem allowance for the trip.
        5. The maximum amount for domestic Per Diem rates are set by the US government once a year, and foreign Per Diems may change as frequently as monthly due to currency fluctuations. Foreign Per Diems, as set for the months traveled, are to be applied for travel expenses abroad.
        6. The Per Diem limits for meals and incidentals for domestic and foreign travel are found at the following websites:
          1. Domestic Per Diem Rates (GSA Schedule) / The IRS/GSA Per Diem Calculator tool can provide current domestic rates: (https://www.perdiem101.com/calculator)
          2. Foreign Per Diem rates (United States State Department Schedule)
        7. When an outside agency pays for meals, the traveler’s claim for the Per Diem must be adjusted by the amount of the meal payment provided by the outside agency in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        8. If a traveler is attending a conference where a meal is provided, the traveler’s claim for the Per Diem must be adjusted by the amount associated with the meal provided by the conference in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        9. When a traveler is entertaining individuals on behalf of the University, the traveler may submit the meal receipt according to the policy when reconciling the guests as well as the traveler’s meal expense. The traveler’s claim for the Per Diem must be adjusted by the amount of the meal included in the business hosting receipt in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.
        10. Only trips involving out-of-town travel away from home or away from the traveler’s usual work location for more than 12 hours qualify for Per Diem meal and incidental expense reimbursement. Reimbursement for such trips that do not include an overnight stay will be 75% of the full day Per Diem for the destination city.
        11. A complete reconciliation of the meals, incidental expenses, and the Per Diem allowance must be included as supporting documentation for the expenses.
      3. Air Travel
        1. When traveling by commercial airline, accommodations are to be for a coach or economy class.
        2. Airline tickets may be purchased by the traveler (or her/his designee) on an approved UD Credit Card or their personal credit card. A UD purchase order may also be used which requires the submittal of a Purchase Order Requisition. The University’s preferred travel management provider, Egencia, should be used whenever possible. An original passenger receipt or printed e-ticket invoice must be retained by the traveler for verification of travel.
        3. The University will allow a single class upgrade from the lowest published Coach or Economy class fare for flights with destinations outside the contiguous United States, provided all three of the following requirements are met:
          1. The flight itinerary for the ticket to be upgraded must include a single leg that includes at least 6 hours of continuous flying time.
          2. The upgrade is approved by the traveler’s dean or vice president, and such approval is documented.
          3. The cost difference between the lowest published Coach or Economy class and the upgraded class is charged to a discretionary purpose code, if possible.
        4. Travel allows two personal checked bags for up to 1 week of travel, an additional personal bag if the trip duration is more than 1 week.
        5. Baggage fees, emergency aisle fees, early boarding, and other fees associated with Coach fares are NOT considered upgrades. These fees should be considered when comparing and booking travel and should be approved by the department.
        6. Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly America Act, 41 Code of Federal Travel Regulations (CFR), Chapters 300 through 304, part 301-10.131 Use of U.S. flag air carriers (gsa.gov/federaltravelregulation) and information related to “Open Skies Agreements” at www.gsa.gov/portal/content/103191. Additional information is available in the UD Research Office.
          1. Exceptions to compliance with the Fly America Act must be fully documented prior to the purchase of any travel. Please contact the Research Office for assistance. The “Fly America Act Waiver Checklist” is available on the Research Office website using this link: Fly America Act Waiver Checklist.
          2. In order for an international flight to be in compliance with the Fly America Act, the two-character code of a U.S. flag air carrier must be part of the flight number indicated on the airline ticket, boarding pass, or passenger receipt.
          3. Federal grant sponsors require awardees to make use of U.S. flag air carriers to fly from the U.S. to an international destination (with the exception of European nations as described in section 7 below) when service is available unless one of the following circumstances applies:
            1. For travel originating in the United States, if a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from the origin to the destination, the traveler must use the U.S. flag air carrier service unless such use would extend travel time, including delay at origin, by 24 hours or more.
            2. For travel originating both within and outside of the United States, if a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between the origin and the destination, the traveler must use a U.S. flag air carrier unless, when compared to using a foreign air carrier, such use would:
              1. Increase the number of aircraft changes that must be made outside of the U.S. by two or more;
              2. Extend travel time by at least six hours or more; or
              3. Require a connecting time of four hours or more at an overseas interchange point.
            3. U.S. carriers must be used even if foreign air carriers are cheaper or more convenient.
          4. Most federal agencies accept code-sharing agreements between U.S. and foreign air carriers when the U.S. carrier’s designator and flight number are identified on the ticket or documentation. The ticket must be issued by the U.S. carrier.
          5. Some funding sources may have more restrictive policies. Travelers using federal funding sources must comply with the most restrictive of the applicable policies.
          6. An exception to the use of U.S. carriers is for travel to European Union (EU) nations when the traveler is not a federal government employee and cannot take advantage of GSA Airline City Pair Contract Fares and is using the EU Open Skies Transportation Agreement. (Members of the European Union are: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and United Kingdom).
          7. Such travelers may use foreign carriers to fly between the U.S. and EU nations.
          8. Foreign carriers can also be used for travel from the U.S. to a point outside the EU if the airline originates, arrives, or stops in the EU.
            1. Additional exceptions are for use of the Open Skies Agreements for Australia, Switzerland, and Japan. Use of any Open Skies Agreement requires additional documentation. Please contact the Research Office for details.
      4. Rail or Bus
        1. Rail and bus fares on any trip should be the least costly option consistent with the University business travel policies. The traveler should take advantage of round-trip or excursion rates whenever possible. Business class seats are the acceptable class of service. Any seating upgrades will be at the traveler’s personal expense. Use of first class service on Amtrak trains is not permitted.
        2. Train tickets may be purchased by the traveler (or his/her designee) on an approved UD Credit Card or personal credit card.
      5. Taxi Fares and Public Transportation
        1. Taxi fares are reimbursable only when it is necessary to use such means of transportation. Receipts are not required, but taxi costs are to be itemized when reconciling travel expenses and submitting a request for reimbursement. Taxi fares may also be charged on the UD Credit Card or personal credit card.
        2. If public transportation such as a local bus or subway is used, charges are to be itemized but receipts are not required.
      6. Automobiles
        1. Rentals – Commercial
          1. When a rental car is necessary, the University traveler should make every effort to book their transportation rental through the preferred travel management company of the University.
          2. Car rentals may be charged to the traveler’s UD Credit Card, personal credit card, or via a FIN Purchase Order Requisition web form. At the end of the travel, the original rental agreement and invoice must be retained by the traveler or by the UD Credit Card Administrator for UD Credit Card charges.
          3. The traveler must purchase the optional loss/damage insurance for $1 million supplemental liability coverage on both foreign and domestic car rentals from the rental agency.
          4. Prior to renting a vehicle while traveling on behalf of the University, traveler should consult the Travel page of the University Procurement Services website for a listing of preferred rental car providers with which the University has negotiated the inclusion of supplemental insurance coverage.  https://www1.udel.edu/procurement/intranet/travel/rentalcars.html
          5. If renting from an agency other than those listed on the Preferred Supplier page, the traveler must purchase the optional loss/damage insurance for $1 million supplemental liability coverage on both foreign and domestic car rentals from the rental agency. Please note that there are four types of rental insurance: Collision Damage Waiver, Supplemental Liability Protection, Personal Accident Insurance, and Personal Effect Coverage. The University requires only Supplemental Liability to be purchased with the rental vehicle.
          6. When possible, the traveler should not pre-pay for gasoline.
        2. Shuttle and Car Services
          1. Use of a private sedan or car service will be reimbursed only if the cost is less than other available modes of transportation or if a valid business reason precludes the use of a more economical mode of transportation.
          2. Attach the detailed valid business reason to the reimbursement request.
          3. Use of a limousine is not a reimbursable expense.
        3. University Owned Vehicles – University owned vehicles are generally available for business travel through the Motor Pool. If a University-owned vehicle is used, mileage will be charged to the appropriate travel account; credit cards for gasoline will be provided with the vehicles.
        4. Privately Owned Vehicles
          1. At the discretion of the traveler’s supervisor, privately owned vehicles may be used for University travel.
          2. Use of a privately owned vehicle is reimbursable at the U.S. Government reimbursement rate as posted on the government website, gsa.gov/mileage. The posted rate is intended to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage, and other similar expenditures. Official travel by privately owned vehicles is based on the actual driving distance using the most direct route. University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; the vehicle owner’s automobile insurance is the primary coverage. University liability coverage will apply only to claims which exceed the vehicle owner’s insurance. The University does not provide physical damage coverage for privately owned vehicles.
        5. Parking and Toll Charges
          1. Parking and toll charges are allowable travel expenses. Tolls and parking may be paid via the UD Credit Card, personal credit card, or cash. Original receipts or stamped parking tickets showing the exact payment made and date are to be submitted for each expense that exceeds $25.00. Validated parking should be utilized when available.
          2. Personal EZ-Pass or other automated toll services cannot be defaulted to the UD Credit Card.
        6. Local travel – mileage and parking reimbursement requests related to local travel in relation to the traveler’s primary UD location should be submitted at least monthly but must be reimbursed within 60 days from the end of the first trip report for the month.
      7. Lodging
        1. Lodging is expensed or reimbursed on a direct cost basis. Travelers should book standard room accommodations at non-luxury hotels using GSA guidelines.
        2. Hotel lodging may be purchased on the UD Credit Card or reimbursed to the employee.
        3. When availability does not allow for lodging rates within the GSA guidelines, documentation to support the cost must be provided.
        4. When traveling to a conference, it is appropriate to stay at the hotel hosting the conference, even if the rate exceeds GSA guidelines. However:
          1. The room must be booked at the conference rate
          2. Travelers will not be reimbursed for “no show” charges
        5. Foreign lodging should be purchased using a UD Credit card or submitted for reimbursement. Foreign lodging Per Diem is used only when visiting countries where obtaining receipts is difficult or impossible.
      8. Spousal Travel
        1. In order for spousal and family travel to not be taxable to the employee, the presence of the spouse or other family members must be essential (not just beneficial) to the University employee carrying out his/her business purpose for the University. A determination as to whether an employee’s spouse or other family member constitutes a Bona Fide Business Purpose as defined by the IRS will be based on the following criteria:
          1. The degree to which the “dominant purpose” of the travel is to aid the employee’s business purpose of promoting the University’s objective.
          2. Whether the spouse’s or family’s presence on the trip is necessary to effectively carry out the duties of the employee.
          3. The extent to which the spouse’s or family’s presence on the trip is to provide more than “incidental” business related services to the employee (e.g., typing notes, attending to ministerial or scheduling matters, attendance at meals, etc. are considered incidental).
          4. The time spent by the spouse and family on personal activities in comparison to the activities related to the business of the University.
      9. UD Credit Card and Reimbursement Protocols
        1. UD Credit Card
          1. The UD Credit Card (presently a Visa card) is available to University employees to use for travel related expenses. Visa’s guide to benefits in addition to other documents and information about the UD Credit Card are posted on the Credit Card’s page of the Procurement website.
          2. The UD Credit Card or personal credit card may be used for payment of airfare, rail, car rentals (other than those obtained through the Motor Pool), shuttle services, bus tickets, lodging, meals if entertaining, and other expenses necessary for work-related University travel. Verification of expenses and submission of reimbursements and settling of any cash advances, along with necessary original receipts, must be submitted no later than thirty (30) days after the ending date of the business activity. A traveler must ensure verification and approval through the online tool Works. All original receipts, along with a printout of the monthly expense report, will be maintained by the traveler or traveler’s card administrator (as department policy dictates). Refer to Policy 5-22 for additional information about the UD Credit Card policy.
        2. Approval of Expenses or Reimbursement (Approvals)
          1. The traveler is personally accountable for the accuracy and veracity of the UD Credit Card transactions and/or the Reimbursement Request submitted in Works and for ensuring that they conform to University travel policies and procedures. In addition, the traveler’s supervisor (or designee) must approve any reimbursement in accordance with a process that meets the minimum requirements outlined in the posted reimbursement request process (look under “Reimbursements” for the two versions of the process) published by Procurement Services.
          2. All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.
          3. UD Credit Card charges for travel expenditures must be approved by the cardholder and reviewed and approved by the traveler’s Card Administrator.
          4. Travel and business hosting expense approvers and Card Administrators are responsible for:
            1. Ensuring that those travelers under their purview understand the travel policy and the fact that they need to exercise good judgment while traveling for a legitimate University business purpose.
            2. Reviewing and approving expense documentation or reports and related backup for appropriateness and correctness.
          5. Expenditures excluded from reimbursement include, but are not limited to, charges for babysitting, fines for traffic violations, boarding of pets, travel insurance, accident and life insurance, additional car insurance coverage, loss or damage to personal property, valet service, periodicals, repairs to personal vehicles used for work related purposes, movies, in-room movie rentals, mini-bar, recreational fees, costs for failure to cancel reservations, Administrative Professionals Day, and laundry and meals and refreshments for events such as holidays, birthdays and showers.
        3. Prior Approval of Travel
          1. Each dean or vice president (or their designee) will determine prior travel approval requirements, if any, for personnel reporting to them. If the traveler does not report to the unit or department sponsoring the travel, advance approval from the sponsoring unit or department is required.
          2. For travel funded by grants and contracts, federal agencies require in most cases that any travel be specified in the budget for faculty, staff, and students. Some federal agencies require written prior approval for out-of-country travel charged to federally sponsored contracts and grants (including federal “pass through” funds). Direct any questions regarding a particular grant or contract to the Office of Sponsored Programs.
          3. Individual departments or units may impose additional approval requirements as deemed appropriate.
        4. Travel and Business Hosting Advances and Project/Program Cash Advances
          1. Eligibility for Project/Program Cash Advances
            University employees, supplemental faculty and professionals, graduate students, and fellows on contract, who are being paid by the University, may have a need for a cash advance to assist in financing University-authorized business where other payment options such as the UD Credit Card may not suffice. Such individuals are eligible to request a cash advance. An employee may also have a need for a cash advance for a special project or research program, such as for payments to individuals participating in human subject research.
          2. Procedure for Receiving Cash Advances
            1. Cash advances may be requested by the eligible traveler and approved by the account code administrator by completing the UD Credit Card Enrollment Request Web form. A section of the application applies to UD Cash Advance Cards. The same application is used to request a new UD Cash Advance Card or to add funds to an existing UD Cash Advance Card. Requests for cash advances must clearly explain the items for which cash is requested.
            2. The default procedure for issuing a Cash Advance is through a UD Cash Advance Card. If this will not meet the specific need, other means may be discussed with Procurement Services. The completed UD Credit Card Enrollment Request must be received in the Procurement Services office at least ten business days prior to the need when issuing a first-time UD Cash Advance Card. If an existing card is being reloaded with funds, the completed request must be received at least five business days prior. Cash advances normally will be issued no earlier than five business days prior to the planned travel or program event.
            3. Cash Advances normally will not be issued for less than $200 and will not be made more than 30 days prior to the time of the expense.
          3. Reconciliation of Cash Advance Amounts
            1. Cash Advances must be reconciled with complete and correct documentation within 30 days following the ending date of the business activity for which cash was needed.
            2. Any unused portion of the Cash Advance must be repaid as part of the initial reconciliation.
            3. Users of the Cash Advance service are personally responsible for the appropriate use and timely resolution of Cash Advances. Cash Advances must be settled by verifying and “signing off” on expenses in the expense reporting tool Works and by supplying receipts and worksheets to the traveler’s card administrator for reconciliation. Failure to reconcile the Cash Advance amounts on a timely basis may result in the full amount of the cash being deducted from the traveler’s next paycheck.
            4. Failure to reconcile the Cash Advance amounts on a timely basis may result in the full amount of the cash being deducted from the traveler’s next paycheck along with denial of any additional advances until the unresolved advance has been appropriately reconciled. Other disciplinary and collection action may be required to collect on the Cash Advance as explained below. Such actions may commence unless Procurement Services is advised and presented with documentation of acceptable special circumstances.
            5. If the verification/signoff process of the Cash Advance user’s UD Cash Advance card account is more than two billing cycles overdue, the user’s Supervisor will be notified and a repayment schedule will be arranged for the user by the user’s supervisor and Procurement Services. If the cardholder does not adhere to the repayment schedule, payroll deduction of the Cash Advance will be instituted.
            6. Repayment checks should be made payable to the University of Delaware and should be submitted to the Card Administrator who will process a cash transmittal. Cash Advances for students that remain unresolved after two billing cycles will be charged to their student account.
          4. Out-of-Pocket Travel Expenses
            1. Reimbursement is made only for necessary expenses of a traveler in the performance of their official University duties that have not been charged to the UD Credit Card. Expenses reimbursed by any other entity (government, corporation, association, organization, individual, etc.) may not be reimbursed by the University. If expenses paid by the University have been reimbursed by any other entity, the traveler must remit the amount of the reimbursement to the University of Delaware.
            2. Out of Pocket Expenses must be itemized in the Works application on a Reimbursement Request. The Cardholder and Card Administrator must both sign off on the transaction to verify correctness and eligibility for reimbursement. The documentation that supports the transaction must include evidence that the traveler’s supervisor (or designee) approves the expense.
            3. Itemized receipts are required for all travel related expenditures and Out of Pocket Expenses in excess of $25.00 with the exception of personal meals, taxis, and public transportation (such as local bus and subway) as noted below.
          5. Registration Fees
            Registration fees may be charged to a UD Credit Card or personal credit card.   In cases where a credit card is not accepted, a FIN Purchase Order Requisition web form should be completed and submitted. The request is to be accompanied by a letter or registration form which will be mailed along with the payment by Procurement Services to the seminar or conference sponsor.
          6. Approval of Exceptions
            Exceptions to this policy must first be approved by the Provost (or their designee) for academic units, or by the Vice President for Finance and Deputy Treasurer (or their designee) for administrative units, then submitted to the Purchasing Manager for final approval.
  5. POLICY STANDARDS AND PROCEDURES FOR STUDY TRAVEL PROGRAM
    1. University of Delaware faculty or other personnel conducting study abroad and/or domestic study travel programs sponsored by the Institute for Global Studies will use the following guidelines. Study travel programs include those which offer credit courses to students and are offered at locations abroad or within the U.S. but outside of the State of Delaware.
      1. Lodging and Travel – expenditures for lodging and travel arrangements and associated expenditure requests must have approval in advance from the Institute for Global Studies (IGS). Charges for such expenditures must be evidenced by original itemized receipts. Receipts are not required for daily meals and incidental expenses with Per Diem rates prevailing (described below). Except in special circumstances and with pre-approval by IGS, University faculty and other personnel accompanying programs with a duration in excess of thirty (30) days must be accommodated in lodgings with cooking facilities.
      2. Meals and Incidental Expenses (M&IE) – meals and incidental expenses will be reimbursed on a Per Diem basis as follows:
        1. Accommodations that do not include cooking facilities:
          1. Foreign locations: Maximum of $34 or 50% (whichever is greater) of the US Department of State daily M&IE allowance established by locale for foreign locations, including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.
          2. Domestic locations: Maximum Per Diem is the US Department of State daily M&IE allowance by location.
        2. Accommodations that include cooking facilities:
          1. Foreign locations: Maximum of 40% of the US Department of State daily M&IE allowance established by locale for foreign locations, including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.
          2. Domestic locations: Maximum Per Diem is 75% of the U.S. Department of State daily M&IE allowance by location.
        3. For foreign travel under the Study Travel Programs, the Per Diem for the first and last day of travel, at the full Per Diem rate as described above, is permitted.
        4. Questions pertaining to M&IE for Study Travel Programs may be directed to the Institute for Global Studies, x2852.
        5. The approved amounts can be adjusted according to the travel destination, length of stay, ability of the traveler to make use of local establishments, and ancillary needs discussed with the Institute for Global Studies and individual college or department account administrators before the travel occurs.
      3. Spouses and Dependents – except as limited by contract/grant or gift restrictions, roundtrip Economy air fares for international travel for accompanying spouse and dependent children (under 18 years of age) may be included as part of the project budget where the minimum stay is greater than 60 days. Employees traveling on extended leave which is funded from external awards should contact the Research Office for sponsor regulations governing dependent travel. No cost-of-living supplement beyond that for project personnel may be included. Airfare that is purchased by the University for a spouse and dependent children represents taxable income to the employee and will be reported to the IRS on Form W-2.
      4. Travel Expenses Of Non-University Personnel
        1. Except in cases of extended visits to the University of Delaware, reimbursement of travel expenses to an individual other than University personnel (e.g., colloquium speaker, visiting faculty, prospective employee, etc.) is subject to the same policies that pertain to University personnel.
        2. For visits of 30 days or more to the University by visiting faculty and professionals, when reimbursement for living expenses is being provided by the University, the department administrator may approve a Per Diem method and amount in lieu of actual expense reimbursement. The maximum approved Per Diem amount may not exceed the U.S. Department of State’s daily Per Diem allowance for this area.
        3. An administrative officer will complete a FIN Request for Payment to Individual web formfor the Non-University personnel and attach any required receipts. After approving the expenditure, it will then be processed for payment in accordance with the usual electronic procedure. The reimbursement check will be issued by Procurement Services to the Non-University personnel.
        4. For payments or reimbursements made to or for non-resident foreign visitors, the visitor must hold a current visa type that allows such payments. Prior to inviting such visitors to campus, contact the Office for International Students and Scholars (OISS) for sample invitation letters that explain visa requirements appropriate for the purpose of the visit. For a complete list of visa types and restrictions on payments, contact OISS.
        5. Visiting faculty members, including distinguished foreign scholars, who live more than one hundred miles from campus and who are invited to teach at the University of Delaware during a semester may be reimbursed for one round trip from their homes to the Newark campus. Rail or airfare reimbursement will not exceed the cost of a single round trip economy fare plus reasonable ground transportation, and automobile travel reimbursement will not exceed the standard mileage rate. This travel expense reimbursement is not intended for regular University of Delaware faculty. Before a department may commit funding to a visiting faculty member, approval must be obtained from the dean. The dean will determine how best to allocate limited funds and weigh the potential contribution to the University of each proposed visitor.
      5. Combinations Of University Travel And Personal Travel
        1. Expenses payable by others – if a traveler is taking a trip that is payable jointly by the University and another entity, the University will pay for its share of the actual fare necessary for University business. The traveler is responsible for reimbursing the University via Cash Transmittal for any charges for the trip reimbursed by another entity. When an outside agency pays for meals or lodging on behalf of the traveler, the traveler may not claim full Per Diem for the affected days of the trip. The amount paid for the trip from all sources may not exceed the total expenses incurred.
        2. Indirect Routes – if a traveler interrupts a direct route while on University business for non-University business, reimbursement for the mode of transportation selected will be for either the actual charge or for the charge that would have been incurred by traveling the direct route via the most economical means, whichever is less. The charge for the direct route must be documented at the time of booking.
      6. Student Travel
        1. Students traveling for the University are to follow the same policies as University employees. Student travel charged to grant accounts must be specified in the approved grant budget before the travel occurs. Contact the Office of Sponsored Programs to determine if the travel is allowed under the terms of the specific grant.
        2. Appropriate student travel supported by a University department may also be charged to “private” awards and gifts if the conditions of the agreement or gift restrictions permit such charges to supplemental funds or to discretionary funds.
      7. Travel Reimbursement for Students Representing Recognized Student Organizations
        1. University funds are not normally used to cover the cost of student travel. There may be occasions that warrant an exception to this policy. If a recognized student organization believes an exception should be made, students must adhere to the following policies and procedures:
          1. Money to reimburse student travel must have been budgeted by the organization and approved by the Student Center Allocation Board or Athletics/Recreation, wherever the student club is appropriately administered.
          2. Each request will be considered on its own individual merits taking into account the funds available.
          3. Before taking a trip by car, availability of University vehicles maintained by the Motor Pool should be determined. If a University vehicle is used, mileage will be charged to the student organization; tolls and parking may be reimbursed to the driver (receipts must be provided). Credit cards for gasoline may be obtained at Motor Pool and must be used if gasoline is needed. When signing the receipt for gasoline, the individual must sign his or her own name and indicate the name of the organization he or she is representing.
          4. Lodging expenses should be kept to a minimum by requesting standard accommodations and taking advantage of any convention or educational discounts.
          5. Students traveling on University business will be afforded the same Per Diem reimbursement as employees.
          6. Miscellaneous – luggage expenses, telephone, and service charges must be itemized on the request for reimbursement when such expenses are not included as part of the hotel bill. Taxi, bus, and subway charges must be itemized. Registration fees must be substantiated by a receipt.