Argomenti trattati
This document explains the university’s approach to Business Travel and entertainment for employees, students and guests. It is owned by the Executive Vice President for Finance and Chief Financial Officer, and it applies across all UConn campuses except UConn Health. Key administrative contacts include the Associate Vice President for Financial Operations and Controller; questions may be directed to [email protected] or the official site at https://travel.uconn.edu/. The policy was approved on April 20, 2026 and becomes effective April 21, 2026.
The purpose is to balance operational needs with careful stewardship of public funds by defining what qualifies as Travel Expenses, the approval steps required before travel, and the rules for reimbursement and enforcement. This guide preserves core definitions such as Official Duty Station, Local Lodging (accommodations less than 75 miles) and Long-Term Business Travel (30 or more consecutive days) so travelers and approvers share a common standard when planning and documenting trips.
Before you travel: approvals and international requirements
Travel that includes airfare or paid lodging must receive pre-approval before departure. Approvers are responsible for confirming trips meet the Business Travel criteria and that conference travel includes supporting materials attached to the Concur request and expense report. Failure to obtain required advance approval for airfare or lodging may result in denial of reimbursement; decisions on retroactive approvals rest with Senior Institutional Officials. For special funding or logistical needs, the policy allows travel advances only in limited circumstances—generally for international travel or when a credit card cannot be used—and advances are capped at 75% of estimated costs and must exceed $500.
International travel and export controls
International travel is encouraged for strategic partnerships and research but requires additional clearances. Trips to sanctioned countries or activities subject to export control must obtain prior authorization. Travelers must follow export control and sanctions rules to avoid severe personal liability or disallowance of charges. Passport and visa fees are reimbursable when required for official travel and permitted by the funding source; however, travel expenses incurred to obtain or renew a passport or to obtain a visa are not reimbursable. The university also provides core international medical and evacuation coverage through its contracted supplier for official travel dates.
What expenses are allowed and how to document them
Eligible Travel Expenses include transportation, lodging, meals, and necessary business incidentals when the lowest reasonable cost is chosen. Documentation requirements are explicit: receipts are required for amounts over $50 when using a Travel Card and over $25 for out-of-pocket expenses. Reimbursement will be made only to the traveler who incurred the expense. Credits earned from rewards, rebates, or vouchers must be applied to the charge and are not eligible for separate reimbursement.
Transportation, lodging and per diems
Air travel should be booked through Concur or the university’s preferred travel agency and should be the lowest practicable fare; first-class tickets are not reimbursable. Seat selection up to $50 per leg and baggage fees for up to two checked bags are allowed. For international nonstop or single-leg flight durations longer than eight hours, economy upgrades such as Economy Plus are permitted. The Fly America Act (49 U.S.C. 40118) requirements apply to federally funded travel. Lodging should generally not exceed 150% of the federal per diem lodging rate (taxes excluded), except for official conference hotels. Meal reimbursements use per diem; the first and last travel days are reimbursed at 75% of the daily rate, and long-term assignments receive 50% of federal per diem for up to 30 days.
Compliance, reporting and prohibited items
Expense reports must be submitted in Concur within 30 days of trip completion. The policy lists prohibited charges that include normal commuting, personal items, alcohol, fines, expenses paid with credits, accompanying individuals without documented business purpose, and trip insurance. Sponsored projects may impose stricter rules—travel charged to sponsored awards must satisfy both sponsor and university restrictions and may prohibit upgrades or certain costs even where the university otherwise would allow them. Exceptions require written pre-approval showing business necessity or cost savings, and federally funded exceptions need sponsorship office review.
Noncompliance can result in denial of reimbursement and disciplinary action under university rules or collective bargaining agreements. Travelers seeking accommodations for health or disability reasons may request reasonable exceptions through Human Resources. The policy references related documents including the Export Control and Economic Sanctions Policy, Financial Conflicts of Interest in Research Policy, and Payment of Meals Policy. Policy history entries include approvals on 04/20/2026, 11/19/2026, 06/30/2026, 04/29/2026, 12/01/2017, 07/01/2015, 11/01/2012 and 03/24/2008.