The university’s travel policy is designed to streamline official business trips, ensuring compliance and efficient reimbursement processes. Whether you’re a seasoned traveler or planning your first university-sponsored trip, understanding these guidelines is crucial for a hassle-free experience.
This guide provides an overview of the university’s travel policy, highlighting key aspects such as pre-travel approvals, allowable expenses, and reimbursement procedures. By familiarizing yourself with these rules, you can focus on your trip’s objectives while adhering to institutional requirements.
The Travel Request Process
Before embarking on any university-sponsored trip, travelers must submit a travel request through the Travel and Expense System. This online platform facilitates pre-approval for travel, booking arrangements, and expense processing. It’s important to note that travelers cannot approve their own expenses; this task falls to an authorized higher authority.
The travel request should include details such as the purpose of the trip, destinations, and estimated costs. This information helps the university assess the necessity and feasibility of the travel, ensuring alignment with institutional goals and budgetary constraints.
Understanding Allowable Travel Rates
Reimbursement for travel-related expenses is governed by the Schedule of Allowable Travel Rates which outlines the maximum amounts the university will cover for various expenses. These rates are periodically reviewed and may be revised by the president or their designee to reflect current market conditions and institutional policies.
Travelers should consult the most recent schedule to understand the allowable rates for airfare, accommodation, meals, and other travel-related costs. Adhering to these rates ensures compliance with university policies and facilitates a smoother reimbursement process.
Special Considerations for Air Travel
For air travel, the university may reimburse based on the In-Lieu-of-Airfare Rate which considers the lowest practical airline fare or a contracted rate with a specific airline. This approach ensures cost-effectiveness while accommodating the traveler’s schedule and preferences.
Travelers are encouraged to book flights in advance and explore discounts or special fares to minimize costs. However, the primary consideration should always be the traveler’s schedule and the trip’s objectives.
Reconciliation and Expense Reporting
Upon completion of the trip, travelers must reconcile airfare charges and Travel Card charges through the Travel and Expense System. This process involves submitting receipts, invoices, and other supporting documentation to verify expenses and request reimbursement.
It’s essential to retain all travel-related documentation, as the university may conduct audits to ensure compliance with travel policies. Accurate and timely expense reporting helps maintain the integrity of the travel program and ensures fair reimbursement for travelers.
Presidential Travel: Unique Guidelines
The university president’s travel is subject to specific guidelines outlined in the Utah Board of Higher Education Policy R212. These rules acknowledge the unique nature of the president’s role and the necessity of travel for institutional advancement.
The president may approve their own travel and reimbursements, but annual reporting to the Board of Trustees is required. This report includes details such as travel dates, locations, purposes, and funding sources, ensuring transparency and accountability.
Additionally, the president’s partner may be reimbursed for travel related to events with a Bona Fide Business Purpose. This reimbursement is subject to approval by the Chief Financial Officer and is assessed for taxability in compliance with state and federal laws.
Ensuring Compliance and Addressing Exceptions
The Travel Department conducts regular audits to monitor compliance with travel policies. Persistent noncompliance may result in corrective actions, as adherence to these guidelines is crucial for maintaining the efficiency and integrity of the travel program.
In cases where strict adherence to the policy is not feasible, a cognizant vice president may authorize exceptions upon written justification. This process ensures that unique circumstances are addressed fairly and appropriately.
By understanding and adhering to the university’s travel policy, employees can contribute to the effective management of institutional resources while ensuring a smooth and productive travel experience.
