Travel Manual

Refer to Travel Manual – 2.0 Travel Components (Page 2)

• Travel approval via submission of a Travel Authorization Request through Concur Solutions.
• Reimbursement of actual expenses incurred via submission of an Expense Report within 15 business days (if received travel advance), or within 30 calendar days after completion of the trip. Any forms submitted after the above time frames, will need a policy exception, or will be returned without reimbursement, and the conditions of the travel advance agreement will be invoked.

Expenses that are incurred before the travel is approved are the responsibility of the traveler, should the travel be disallowed.

Refer to Travel Manual – 4.0/10-11.0 Travel Authorization (Pages 4 and 6)

• A Travel Authorization should be submitted to the Travel Office for approval at least two (2) weeks prior to travel, early the better.
• An approved Travel Authorization is required for virtual conferences/classes, out-of-state travel and in-state travel involving any non-mileage expense greater than $50.00 per trip (or any travel paid for using a p-card). 
• A travel authorization for out-of-state travel at "no cost to the University" is required to be on file in the Travel Office, through the Concur System.
• Copies of all relevant documentation must be attached to the Travel Authorization as substantiating information to the travel expenses requested. This includes copies of the conference bulletin or announcement showing the name, location and inclusive dates of the conference, registration fee, and conference hotel fee schedule.

During the semester it is the responsibility of the traveler to ensure that appropriate coverage arrangements have been made i.e., for classroom coverage, etc. (Travel Addendum)

Revisions of Travel Authorization forms

• Not necessary for inconsequential additions or deletions (less than 10% of the original approved Travel Authorization).
• All original signatures must be secured on the revised Travel Authorization.
• The originally approved Travel Authorization number must be indicated on the revision. 

Travel Authorization Cancellation

• Cancellation of an approved Travel Authorization must be made via email to the Travel Office. 
• All non-cancelable costs of the trip will be the personal responsibility of the traveler unless the reason for cancellation is approved by the traveler's supervisor.
• It is the traveler's responsibility to ensure that airline or rail tickets are cancelled. 

Refer to Travel Manual – 9.0 Travel Advance (Page 5)

• Cash Advances need to be requested on the Request / Travel Authorization form and will be paid approximately three days before the trip.
• Sign up for Direct Deposit to seek cash advance in a timely way.
• Advances are restricted to 80% of the total approved for reimbursement.
• Expenses paid in advance through P-Card are considered part of the approved 80% of the total reimbursement. 
• Expense Report needs to be submitted within 15 days of return from the conference.
• Travel Advance Agreement

Refer to Travel Manual – 25.0 travel reimbursement - supporting documentation (Page 18)

• Each expenditure must be supported by a paid receipt that show proof of payment. 
• Travelers must submit their air ticket itinerary and receipt, rail or bus ticket stubs regardless if reimbursement is claimed or unclaimed. 
• When booking online trip packages through Expedia, Travelocity, Orbitz, or any other online booking agent, a cost breakdown of each travel component, such as airfare, lodging and car rental is required. 
• All claims for lodging must be supported with an itemized receipt indicating the date and amount expended, regardless of cost.
• Itemized expenses must be listed in detail. 
• Regardless of cost, proof of registration fee payment for a workshop or conference is required. Acceptable forms can include: 
  • A paid receipt 
  • A receipt faxed or e-mailed directly to the Travel office by the sponsoring organization 
  • A copy of both sides (face and endorsement side) of a cancelled check
  • A copy of a bank statement or a printed electronic bank statement along with a copy (photocopy or duplicate check copy) of the front side of the check. 
  • A print-out of a web-banking statement indicating the payee and amount paid. 
• If any of the required receipts are missing or lost, a Policy Exception Request must be attached to the Travel Reimbursement form. 

Review Travel Manual 12.0 Insurance and Use of Personally Owned Vehicle (Page 6) for policy that govern insurance requirements, documentation, and rate of reimbursement.

Refer to Travel Manual – 13.0 AIRFARE TRAVEL (Page 9)

• Employees should purchase the lowest commercial fare available.
• Lowest reasonable commercial fare is the least costly, coach-class fare that uses a regularly scheduled commercial carrier. 
• Travelers should not consider their preferences for airline, type of aircraft or connecting airports
• Travelers may not insist on non-stop flights; as a trip may require one plane transfer both departing and returning to meet the lowest fare requirements
• Baggage fees will be reimbursed for one (1) piece of checked baggage each way

Refer to Travel Manual – 15.0 RAIL TRAVEL (Page 10)

• Reimbursement and purchase if using p-card for all rail travel will be at the lowest coach available rate.
• Standard coach accommodations will be provided for rail journeys less than six hours duration. First class fare will not be allowed unless the continuous rail journey is more than six hours in duration.
• Travel Authorization should include the cost of overnight roomette accommodations by inserting the word “Roomette” next to “Rail”

Refer to Travel Manual – 16-17.0 Car Rental  (Page 11-12)

• The request to rent a vehicle must be justified in writing and will be considered if public transportation is unavailable or if automobile rental results in a cost savings, which must be documented by the traveler and included as part of the justification on a Policy Exception Request form 
• If a traveler is staying at conference location rental vehicles are not allowed
• The Enterprise Rent a Car state contract should be used to rent a vehicle for use on state business. Third party liability and property damage liability insurance are included in the rental rates. Any additional insurance purchased by the employee will not be reimbursed. 
• For any other type of vehicle, OR if the state contract is not used, collision and personal accident insurance offered by the rental company must be purchased by the employee, and will be reimbursed as a regular travel expense.
• Travelers should only rent vehicles in the following classes: Economy, Compact, Intermediate, Standard, Full Size, Mini-Van, Cargo Van, and Pick-up Truck. 
• The University or System Office will not pay for penalties, fines, fees, fuel service, fuel surcharges, or extra cost options.
• Travelers are advised to park in an open lot (shuttle lots 3 and 4) and retain receipt for reimbursement. Garage parking is prohibited
• Reasonable use of taxis, airport shuttles and similar transport to and from the airport or common carrier terminal and the conference site will be reimbursed at cost if included on the Travel Authorization. The lowest cost option should be chosen.
• Cost of taxis to and from places of lodging to take meals or participate in non-conference related events, is part of the incidental expenses component of the meal per diem and is not a reimbursable expense.
   

Refer to Travel Manual – 18.0 Lodging (Page 12)

• A University traveler is normally not entitled to lodging when travel distance is less than 75 miles one way. 
• Lodging costs may be reimbursed at the single room rate up to the actual amount incurred by the traveler. 
• The traveler should make every effort to obtain the lowest-cost lodging possible. 
• In the case of a conference, each university may choose to permit the employee to stay at the conference hotel instead of seeking the lowest rate available.

All claims for lodging, with or without meals, must be supported by: an original receipt or a receipt faxed to the Travel Office ( 860.832.2522).

Refer to Travel Manual – 19.0 Meal Reimbursement and Incidental Expenses (Page 12)

• Reimbursement for meals and incidentals will be based on current GSA rate broken down as specified in the Federal Travel Regulations

• For both in-state and out-of-state meal reimbursement, eligibility for meal allowance reimbursement is determined by the following schedule:

  When travel is:	Your allowance is:
  More than 12 but less than 24 hours	75% of the applicable M & IE rate
  24 hours or more, on	The day of departure 75% of the M & IE rat
  Full days of travel	100% of the applicable M & IE rate
  The last day of travel	75% of the M & IE rate

  
   

Refer to Travel Manual – 20 ALLOWABLE REIMBURSEMENT (Page 17)

• For non-foreign out-of-state travel, reimbursement of expenses is allowed for one travel day preceding a conference and for one travel day following the conference. 
• exception can be made if show a cost saving as a result of arriving at the destination earlier or leaving the conference site later than the one day before or after the conference dates.

Refer to Travel Manual – 21.0 Combined Business & Personal Time (Page 17)

• When combining personal pursuits with business on a trip, indicate the dates (and location, if alternate destination routing) of the personal time on the Travel Authorization. 

Refer to Travel Manual – 24.0 Conference & Registration Fees (Page 18)

• P-Card is the preferred way to purchase conference and registration fees.
• It is possible to have the University prepay a conference fee if requested on the Travel Authorization at least two (2) weeks prior to the sponsoring organization’s payment due date
• No reimbursement can be made for any social events or tour’s not related directly to the purpose of the trip.
• If any meals are included in the registration fee, it must be noted on the Travel Authorization and the daily subsistence allowance must be reduced accordingly. 

Refer to Travel Manual – 26.0 Limitations of Reimbursement (Page 19)

• Costs for tickets, guest meals and similar extraordinary expenses will not be reimbursed unless such charges relate directly to the purpose of the trip and are on the approved Travel Authorization.
• Charges for airport parking (other than Bradley International 
• Travelers are advised to park in an open lot (shuttle lots 3 and 4) and retain receipt for reimbursement. Garage parking is prohibited
• Expenditures for non-business related personal expenses such as theater tickets, entertainment, toiletries and liquor are not reimbursable.
• Occasionally, an employee may purchase books, videos or audio tapes at a conference or workshop that was not included on the original Travel Authorization. A revised Travel Authorization form must be submitted in order to claim reimbursement.

Refer to Travel Manual – 27.0 Foreign Travel Reimbursement (Page 19)

• All travel policies apply when undertaking foreign travel.
• Special care must be taken regarding exchange rate and types of currency and labeling of receipts.  Refer to manual for detail. 
• Currency converter is available on Oanda.
• Persons in travel status in “Foreign” areas may be reimbursed for the reasonable expenses associated with their travel. Such expenses include, but are not limited to, the cost of:
  • Visa
  • Airport taxes
  • Excess baggage
  • Inoculations
  • Currency exchange
  • Departure taxes
  • Prepaid calling cards

Review Travel Manual 28.0 (Page 22) - for approval of and payment for travel by student athletes and employees traveling as a team. 

Review Travel Manual 29.0 Travel Expenses for Students (Page 22) for polices that govern students reimbursement for expenses while traveling on University business using University funds (as opposed to using the Student Activity Fund)