• Travel Policy and Procedures

Travel Policy and Procedures
Updated 08-17-07
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Western Michigan University
Travel Policy/Procedures
OVERVIEW _________________________________________________________________________________ 3
Purpose and Scope: _______________________________________________________________________ 3
Policy: __________________________________________________________________________________ 3
TRAVEL PROCEDURES _______________________________________________________________________ 3
Before Departure __________________________________________________________________________ 3
During the Trip ____________________________________________________________________________ 4
Upon Return ______________________________________________________________________________ 4
AIR TRAVEL _________________________________________________________________________________ 4
Airline Contracts: __________________________________________________________________________ 4
Change of Plans: __________________________________________________________________________ 4
Class of Service: __________________________________________________________________________ 4
Fares: ___________________________________________________________________________________ 4
Flight Information: __________________________________________________________________________ 4
Frequent Flier Mileage: _____________________________________________________________________ 4
Payment: ________________________________________________________________________________ 4
OTHER MEANS OF TRANSPORTATION __________________________________________________________ 5
Air Charter Travel: __________________________________________________________________________ 5
Car Rental: _______________________________________________________________________________ 5
Personal Car: _____________________________________________________________________________ 5
Rail and Bus: _____________________________________________________________________________ 5
Taxi/Bus/Limo: ____________________________________________________________________________ 5
Enterprise Car Rental: ______________________________________________________________________ 5
LIABILITY AND PROPERTY DAMAGE INSURANCE _________________________________________________ 6
For Personal Cars Used on University Business: __________________________________________________ 6
For Rental Cars Used on University Business: ____________________________________________________ 6
Student Travel on Field Trips and Other Outings: __________________________________________________ 6
LODGING ___________________________________________________________________________________ 6
Change of Plans: __________________________________________________________________________ 6
Conferences: _____________________________________________________________________________ 6
Payment: ________________________________________________________________________________ 6
Reservations and Reimbursement: ____________________________________________________________ 6
Shared Accommodations: ___________________________________________________________________ 7
MEALS _____________________________________________________________________________________ 7
Conference Meals: _________________________________________________________________________ 7
Hosting Meals: ____________________________________________________________________________ 7
Meals - University Employees/Faculty: __________________________________________________________ 8
Per Diem: ________________________________________________________________________________ 8
MISCELLANEOUS ____________________________________________________________________________ 8
Gift, and/or Contract/Grant Funds: ____________________________________________________________ 8
Non-reimbursable Expenses: ________________________________________________________________ 8
Passport and Visa Information: _______________________________________________________________ 9
Tax-exempt Status: ________________________________________________________________________ 9
Telephone Expenses: ______________________________________________________________________ 9
Reimbursement or Payment of Moving Expenses: _________________________________________________ 9
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Western Michigan University
Travel Policy/Procedures
OVERVIEW
Purpose and Scope:
The objective of these guidelines is to provide Western Michigan University travelers with the policies and procedures
for receiving authorization to travel, reporting expenses, and obtaining reimbursement when traveling on University
business. This policy shall apply to all officially approved travel of Western Michigan University.
Policy:
University travelers should obtain official authorization before departure from the department head, whether reimbursed
or not. Travelers should also comply with any other authorization procedures required by their departments. Upon
return, University travelers should promptly submit Travel Expense Vouchers with original receipts for reimbursement.
The University will reimburse officially approved travel expenses. Dean's approval is required. The extent of
reimbursement will depend on approved budgetary procedures as determined by each department and compliance with
these guidelines any reimbursement will be based on travel by the usual, direct route. If travelers plan to use a less
direct route, or a more expensive mode of travel than may be authorized as reimbursable, the travelers must bear the
extra costs. Local travel is normally not reimbursable.
All University air/rail travel will be directly billed to the University's Business Travel Account. Any misrepresentation or
falsification of any expenses or supporting documents, such as receipts or bills, will be pursued in compliance with the
appropriate Rules of Conduct as contained in the Human Resources Policies/Procedures Manual, or the bargaining
unit contract when appropriate. Employees will receive travel reimbursements in their paychecks. Non-employees and
students will be reimbursed via a check issued by the Accounts Payable department.
All University travelers are responsible;
* to exercise good judgment and discretion in spending University funds,
* to complete expense reports properly and promptly.
All department heads and vice presidents are responsible:
* to see that the travelers under their jurisdiction are fully aware of the University travel policy and
reimbursement procedures,
* to approve only reasonable, proper, and necessary expenses.
The University Travel Center is responsible:
* to book requested reservations in a prompt and accurate manner,
* to counsel University travelers on interpretations of the travel policy.
TRAVEL PROCEDURES
Before Departure:
University travelers should, as far in advance as possible:
* complete a Travel Authorization/Reservation Request form. Forms can be completed online using the University
Travel Authorization Online System. https://auxe.wmich.edu/travel_authorization/
* comply with all established departmental procedures regarding travel authorization.
* verify that the Travel Authorization has been approved and submitted to the University Travel Center. The
University Travel Center will not book ticket requests until the completed form has been submitted.
* all purchases of tickets for transportation (airfare/train) must be procured through the University Travel Center.
However, consistent with the philosophy of attempting to procure travel at the lowest cost, if it can be
documented that an external source can provide a lower cost, a wavier can be obtained from the University
Travel Center, as long as that is done BEFORE the tickets are purchased from the external source. Purchases
of airline tickets from another source without a wavier will not be reimbursed.
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Western Michigan University
Travel Policy/Procedures
* receive the tickets and completed itinerary via University mail. If arrangements only include hotel
accommodations, the University Travel Center will fax an itinerary to travelers.
During the Trip:
University travelers should:
* charge all business related expenses to their personal credit card
* save all receipts for reimbursement.
Upon Return:
University travelers should:
* promptly fill out a Travel Expense Voucher, obtain the proper signatures, and submit it with original receipts
to Accounts Payable.
* pay off personal credit card with the reimbursement for their Travel Expense Voucher.
AIR TRAVEL
Airline Contracts:
From time to time, the University may enter into contracts with air carriers. The University Travel Center will provide
information regarding these contracts at the time of booking. Employees are expected to use these carriers whenever
possible. If other carriers offer a better fare or more convenient itinerary, University travelers have the option to use
them, as long as reservations are made through the Travel Center.
Change of Plans:
Changes made in travel plans after the reservations have been booked or during the trip itself should be coordinated
through the University Travel Center, whenever possible.
Class of Service:
When traveling on either domestic or international routes, University travelers should request the lowest available fare
in coach class. Travel in any other class of service must be pre-approved by the appropriate vice president or their
designees.
Fares:
Travelers should notify the University Travel center of their travel plans as far in advance as possible in order to take
advantage of any special rates offered by the airlines.
Flight information:
After the University Travel Center receives a copy of the Travel Authorization/Reservation Request form the ticket will
be booked.
Frequent Flier Mileage:
University travelers are allowed to keep their own frequent flier miles. However, travelers should keep in mind the
importance of obtaining the lowest available fares.
Payment:
Air travel will be directly billed to the University via the Business Travel Account (BTA).
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Western Michigan University
Travel Policy/Procedures
OTHER MEANS OF TRANSPORTATION
Air Charter Travel:
The University Travel Center or WMU Flight Operations will arrange for charter-aircraft. All requests for charter planes
must be approved by processing a Travel Authorization/ Reservation Request.
Car Rental:
Use of rental cars at travel destinations is limited to circumstances where other transportation is either more expensive
or impractical. Further, rental cars are only permitted for travel associated with remote destinations reached by
commercial carrier. Western Michigan University has negotiated contracts with preferred suppliers and the Travel
Center will advise upon request. (See the section on Liability and Property Damage Insurance for more information
on car rental insurance.)
Personal Car:
Reimbursement for travel by private car will generally be authorized under only one of the following circumstances:
* when common carrier service is not available without undue loss of time.
* when two or more staff members are eligible for similar travel authorization and their driving together would
mean an overall savings to the University (the department head is responsible for making such a determination
before approving the travel request),
* when use of an automobile will permit the traveler to make stops en route and perform duties more effectively,
* when it will cost the University no more than by other means,
* when the use of an automobile will not require the traveler to be away from duties for a substantially longer
period than travel by common carrier. Private car mileage, when authorized, will be reimbursed for either
in-state or out-of-state trips at the amount specified in Internal Revenue Service regulations. If circumstances
require additional driving within the vicinity, the traveler should show this mileage separately. Bridge and
turnpike tolls will be reimbursed. Receipts should be obtained if possible. All mileage must be shown from
point to point. Accounts Payable will verify the reasonableness of the mileage using and internet mapping
program.
Rail and Bus:
Trains and buses are acceptable, optional means of transportation. In cases of long distances, time considerations are
often restrictive. Travelers should use coach class unless pre-approved by the appropriate vice president or their
designee. Reservations may be made using the University Travel Center website.
Taxi/Bus/Limo:
Bus/Limo service should be given preference whenever available and economical. Taxi trips are acceptable when
necessary to and from airports. Travelers must obtain receipts for reimbursement.
Enterprise Car Rental:
Information concerning Enterprise Car Rental can be obtained by accessing the University (information)
http://www.obf.wmich.edu/logistical-services/docs/Enterprise_Price_List_001.pdf
http://www.pp.wmich.edu/perl/tr_form.pl (reservation form)
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Western Michigan University
Travel Policy/Procedures
LIABILITY AND PROPERTY DAMAGE INSURANCE
For Personal Cars Used on University Business:
Liability coverage provided for the use of personal cars is excess coverage; that is, the coverage carried by the owner
would apply first, in event of an accident, with costs above those limits being covered by WMU's policy. Physical
damage insurance is not purchased.
For Rental Cars Used on University Business:
The University's coverage for physical damage does not apply to short term rentals or leases of less than 60 days. It is
recommended that departments purchase the collision insurance that is available through the rental agency.
Departments will assume responsibility for any physical damage losses on short term arrangements if the physical
damage insurance is not purchased.
Student Travel on Field Trips and Other Outings:
Student field trips, which are part of organized courses of instruction, may be taken to vital places of interest. Student
participation in field trips is on a voluntary basis and students must cover their own costs. Students may drive
Enterprise Rental vehicles on field trips. No insurance is provided by the University on any student-owned vehicle;
therefore, their use is not authorized.
LODGING
Change of Plans:
If travel plans must be changed, it is the traveler's responsibility to contact the hotel or the University Travel Center
before 4:00 p.m. the day of arrival to cancel the reservation. Please obtain and keep the cancellation number to
assure that a "no-show" charge will be avoided.
Conferences:
If traveling to a conference that has prearranged hotel space, the traveler makes their own reservations. These
reservations may not be made using the University Travel Center website. Reservations for non-prearranged hotel space
can be made using the University Travel Center website. All authorized hotel expenses will be reimbursed directly to
the traveler.
Payment:
University travelers need to provide the University Travel Center with a credit card to guarantee hotel reservations for
late arrival. Upon departure, travelers should obtain a detailed receipt. A statement may not be used in the place of
receipts.
Reservations and Reimbursement:
Hotel reservations can be made using the University Travel Center website. The University will reimburse authorized
lodging expenses at actual cost. Original hotel bills are required for reimbursement. The exception is tipping, which
will be reimbursed in reasonable and customary.
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Western Michigan University
Travel Policy/Procedures
Shared Accommodations:
When an authorized traveler shares a hotel room with non-University individuals, such as family members or
colleagues from other institutions, reimbursement will be as follows:
* if shared with non-University individuals who receive no travel money from another source, and there is no
increase in cost, the University traveler will be fully reimbursed.
* if shared with non-University individuals who receive no travel money from another source and there is an
increase in cost, the University traveler will be reimbursed at not more than the single occupancy rate.
* if shared with non-University individuals who receive travel money from another source, the University traveler
will be reimbursed a proportionate amount of the room cost. The reimbursement will be based on the total
amount paid divided by the number of persons sharing the room. The receipt must show the total amount
paid for multiple occupancy and that the University traveler was accompanied by one or more persons. If this
information is not on the hotel invoice, a list of people who shared the room should be added.
MEALS
Conference Meals:
If the cost of meals arranged by a conference or special meeting exceeds the limitations below, actual expenses will
be reimbursed. The University traveler must provide a listing of expenses on a program or paid receipt or letter of
approval from the department head.
When attending a conference or seminar that does not require overnight travel, any costs associated with meals not
included in the conference/seminar fees will not be reimbursed by the University. This includes both in- and out-of-town
conferences and seminars.
Hosting Meals:
The University welcomes visitors, guests and employment applicants and recognizes that University staff members
may be required to act as host. The University recognizes hosting as an appropriate expense of University funds if
hosting activities contribute to, or result from, legitimate University-related business. Each department is expected to
use prudence in determining the appropriateness of the hosting function.
Local business meals and meal expenses incurred by employees while hosting University guests will be reimbursed
at actual cost within the constraints of good taste and reasonableness. The names and business affiliations of the
guests for whom the meals were purchased and the date, location and business purpose of the meal expense must be
documented on the voucher. In addition, meal receipts must be submitted with the Travel Expense Voucher.
Acceptable meal receipts include charge card receipts, cash register receipts and hotel receipts with meal costs
itemized. Order studs with handwritten totals are not acceptable. Reimbursement will not be made for alcoholic
beverages.
When it is in the best interest of the University, business meals may be purchased for customers, vendors and others
with whom the University has business dealings. Examples of such situations include, but are not limited to, retreats,
workshops, potential donor meals and committee meetings. All business meals are to be documented with
individuals present, business affiliations(s), the purpose of the meeting and the date and place of the meeting.
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Western Michigan University
Travel Policy/Procedures
Meals - University Employees/Faculty:
Meal expenditures in connection with meetings of University personnel are generally not reimbursable. However,
circumstances may arise that may warrant the use of University funds for meals attended exclusively by University
personnel. This is appropriate only under certain circumstances whereby the business meal is considered necessary
in order to conduct University business and such business purpose is clearly stated on the voucher. Reasonable
judgment, applying a conservative perspective, must be exercised when determining the appropriateness of such meals.
When conducting employee workshops or committee and faculty/staff meetings, campus facilities should be used
whenever possible. Reimbursement shall generally be limited to rolls or other low cost food and beverages.
The University may sponsor social events where only University personnel are present for staff appreciation /
recognition. Since the University is a public institution, it is the fiduciary responsibility of those at the University to
authorize such activities in an appropriate manner. Such activities are to be non-routine in nature. These events are to
be authorized by the vice president in the area.
All such meals referred to above are to include on the voucher the individuals present, business affiliation(s), the
business purpose, the date and place of the meeting.
Per Diem:
In order to qualify for reimbursement of meal expenses, travel must include an overnight stay. Because Treasury
Department regulations classify meal reimbursements during day trips as taxable income, the University policy is
that there is not reimbursement for meals if an overnight stay is not part of the trip. An exception of that rule involves
situations where University business is conducted during a meal. This exception normally requires the presence of
non-University personnel.
The daily, reimbursable maximum effective October 15, 2005 is $45.00. The individual reimbursable meal expense,
including tips, are:
* breakfast: $8.00
* lunch: $12.00
* dinner: $25.00
Meals for one day trips may not be reimbursed. For meals exceeding the per diem, actual and reasonable
expenses will be reimbursed with Vice President's approval.
MISCELLANEOUS
Gift, and/or Contract/Grant Funds:
University travelers using contact, gift or grant funds should follow the regular University travel policy unless there are
specific restrictions provided by the contract, gift or grant.
Non-reimbursable Expenses:
Any expense that is not directly related to the business purpose of the trip is non-reimbursable. Examples include
such items as movie rentals or personal telephone calls.
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Western Michigan University
Travel Policy/Procedures
Passport and Visa Information:
Obtaining a passport and/or visa may be necessary when traveling on international flights. As the requirements and
processing time can vary, it is important that University travelers submit the application well in advance of travel. The
University Travel Center can provide the appropriate forms and advice. All passports as well as most visa's require a
photograph. The University Travel Center can assist in arranging passport photos.
Tax-exempt Status:
University travelers on authorized, University business are exempt from some state sales taxes. Travelers should seek
to maximize this benefit to the University by showing the tax-exempting document. A copy of this form is available
at: http://www.obf.wmich.edu/accounting-services/docs/mich_salestax_cert.pdf
Telephone Expenses:
All business-related calls are reimbursable.
Reimbursement or Payment of Moving Expenses:
Reimbursement or direct payment of employee moving expenses will be made only when it becomes necessary in
employment negotiations to attract highly qualified candidates to regular, full-time academic and administrative
positions at Western Michigan University. (See the Accounts Payable Procedures or Moving Expense Policy manuals
for the current regulations and rates.)
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