Travel Procedures

Content Outline:

• Pre-Approval Reports
• Cash Advances
• Expense Reports
• Per Diem
• Transportation
• Travel Card
• Business with Personal Travel
• International Travel
• Student Travel
• Miscellaneous

Pre-Approval Reports

1. A Pre-Approval Report must be submitted and approved prior to departure. For international travel, this must be completed at least 30 days in advanced.
2. A Blanket Pre-Approval Report may be submitted to cover travel and expenses only within the state of Idaho for each fiscal year.
3. A Pre-Approval Report is still required to travel even if there won’t be any expenses claimed and/or if a third party is funding the trip. This is what covers the traveler for liability while they’re traveling. 
4. Review the (CR Pre-Approval Report) on how to create a Pre-Approval Report.
5. An official university business purpose must clearly state why the traveler is traveling on behalf of the University.
6. For lodging reservations be sure to request the government discount rate and provide a Lodging Sales Tax Exemption form at the time of check-in.
7. When making travel arrangements, the University will only reimburse expenses one day prior and following the scheduled dates for conferences, workshops, meetings, and/or seminars.
8. Travelers must use the most economical and practical mode of transportation (i.e. airfare, car rental, mileage, etc.) taking into consideration of time, cost, and reasonableness; and, provide documentation showing the most cost effective mode of transportation was selected.
9. Be sure to notate in the comments section on the Pre-Approval Report, anything out of the ordinary, unusual or deviates from the University’s travel policy.

Cash Advances

1. A travel cash advance may only be requested on the Pre-Approval Report prior to submitting for approval. Be sure to submit said pre-approval no later than two weeks before the departure date to allow adequate time for approval, check printing/direct depositing to be completed prior to the date of the trip.
2. A travel advance can be requested as far out as you would like but the advance won’t print until 60 days prior to departure. Only one advance request is permitted per trip.
3. If expenses are not covered by a travel card, 100% of the estimated expenses can be advanced. If an individual travel card is being used only the amounts of expenses not allowable on the card (mileage and per diem) can be advanced.
4. If a cash advance is issued and is not reconciled prior to the traveler’s departure from the University, the department index listed on the advance will be charged for the transaction. In cases where the original index is a grant or an appropriated index, the expense will instead be transferred to a local index. Regardless of index reassignment, the traveler remains personally responsible for the outstanding balance, and the account will be referred to collections.

Expense Reports

1. To comply with the IRS "Accountable Plan," a travel Expense Report must be submitted within 60 days from the return date. Reimbursements filed 60 days after the return date will not be reimbursed, unless approval is granted by university controller.
2. Review the (CR Expense Report) on how to create an Expense Report.
3. An official university business purpose must clearly state how the trip benefited the University and/or department.
4. Travel expense reimbursement requests must include the original itemized receipt with the following information:
   
   1. Date of Purchase
   2. Name and location of Vendor
   3. Items(s) purchased
   4. Dollar Amount
   5. Flight Itinerary (when applicable)
5. For most expenses, if a receipt cannot be provided or duplicated, an Affidavit of Lost Receipt will need to be completed and attached to the Expense Report to serve as the receipt, though some form of documentation will also be required showing the amount paid. This doesn’t apply to expenses involving Airfare, Hotel, Rental Car and Conference Registration. For these an actual itemized receipt from the vendor is required for reimbursement.  
6. A copy of the agenda, schedule or Conference-at-a-Glance for conferences, workshops, and/or seminars must be attached to help determine what expenses are appropriate for reimbursement. Links to agendas of schedules aren’t allowed as they may not still be active when an auditor goes to review them. 
7. Travelers must use the most economical and practical mode of transportation (i.e. airfare, car rental, mileage, etc.) taking into consideration of time, cost, and reasonableness, and provide documentation showing the most cost effective mode of transportation was selected.
8. Airfare should be limited to coach/economy class. Only one baggage fee per flight is allowed for reimbursement. Any additional optional charges such as travel insurance or seat selection will not be reimbursed. 
9. If a cash advance was issued, but exceeded the total claimed expenses, the balance owed will need to be included on the Expense Report and repaid to the University via payroll deduction.
10. Be sure to notate in the comments section on the Expense Report, anything out of the ordinary, unusual or deviates from the University’s travel policy.

Per Diem

1. Federal Per Diem rates are determined each fiscal year, effective October 1st.
2. Per Diem is based on the final trip destination not the state of origin. To calculate per diem allowance by state, visit U.S General Services Administration Per Diem Rates.
3. Per Diem eligibility is based on the following parameters:
   1. Breakfast – if departure time is 7 am or before, or return time is 8 am or after.
   2. Lunch – if departure time is 11 am or before, or return time is 2 pm or after.
   3. Dinner – if departure time is 5 pm or before, or return time is 7 pm or after.
4. For In-State Per Diem, the University has set the meal reimbursements at:
   1. Breakfast - $9
   2. Lunch - $19
   3. Dinner - $30
5. Tips and gratuity, even those not tied to meals, are included in the Per Diem allowance and cannot be claimed for reimbursement.
6. Same Day Meals are based on the departure and return times and are taxable to the traveler.

Transportation

1. Travelers are to use the most economical and effective means of ground transportation both from the standpoint of time and cost for car rentals, ISU Motor Pool, and/or mileage.
2. When renting vehicles, reservations should be made with Enterprise Rent-A-Car, Hertz, or National Car Rental companies in order to receive the contractual discounted rate and should be limited to subcompact, compact or intermediate sizes. Only in the instance where one of these vendors is not available in the are should an outside vendor be used.

3. A car rental receipt must be provided for reimbursement. A car rental agreement will not suffice. Additional products/services added to rental agreements will not be reimbursed. This includes insurance, roadside assistance and/or charges for GPS.
4. A car rental justification is required by the State of Idaho Travel policy, and must state how the car rental was the most cost effective mode of transportation.
5. Review the Enterprise Car Rental FAQs
6. A one-way rental is allowed under the state contract within the same state with no additional cost. When making a one-way rental reservation, please notify the local Enterprise branch so the fee(s) can be adjusted. One way trips from Pocatello to Salt Lake City are no longer covered under the state contract for no additional charge.
7. For ISU Motor Pool reservations and vehicle rates, please contact Transportation Services at 282-4460 or visit their website.
8. The mileage rate for personal vehicle is reimbursed at the rate established by the State of Idaho at $0.70/mile. Gas cannot be reimbursed for personal vehicles.
9. An explanation will be required for vicinity mileage exceeding 15 miles. The IRS does not allow mileage reimbursement to/from home and designated workstation.

Travel Card

1. To obtain an individual or department travel card a Travel Card Request form will need to be completed and submitted to the Travel Office. A Travel Card Agreement will be supplied and required in conjunction with obtaining a travel card.
2. All travel cards will need to be activated and a PIN set up and registered with Bank of America prior to use.
3. Review the Travel Card Quick Reference for allowed and disallowed purchases on a travel card. Unauthorized travel card charges will be payroll deducted to reimburse the University.
4. Travel Cards cannot be used at ATM’s for cash back for domestic nor international travel.
5. Individual travel cards are only to be used for the expenses of the card holder themselves and each employee is responsible for their own expenses. 
6. All travel card charges will need to be reconciled on the corresponding Travel Expense Report.
7. To cancel an individual or department travel card, please send an email to travel@isu.edu requesting that the account be closed and providing the name and last 4 digits on the card. You may then shed the card. 
8. If a travel card is lost or stolen, please contact Bank of America at 1-888-449-2273 and the Travel Office.

Business with Personal Travel

1. When traveling on University business in conjunction with personal travel, the University will only reimburse for University related expenses.
2. Additional costs due to personal travel will not be reimbursed by the University, and will need to be separated from the business expenses on the Expense Report.
3. For travel where additional personal days will be added or where a drive of more than 6 hours is necessary, a flight comparison is required in order to show that this deviation didn’t cost the University more money. The lesser amount between the actual and comparison will be reimbursed.

International Travel

1. A review of foreign travel arrangements is required to ensure the visiting country and/or individuals have no related restrictions under federal export control requirements. Dependent upon the destination and what you are taking with you, you may need to complete additional paperwork.
2. For assistance with the Export Control Foreign Travel Review process, please contact the Export Control Office at 282-1336, or visit the Foreign Travel Process section, available on the Research Outreach & Compliance's website
3. To convert foreign transactions and currency, please use the built -in currency converter. To this click on the USD box next to the amount on the expense line and select the desired currency from the dropdown. 
4. For Federal Foreign Per Diem rates, visit the U.S. Department of State's website.
5. Some countries do not accept credit cards and operate on a cash only basis. Be sure to request a Cash Advance sufficient enough to cover travel expenses for the duration of the trip.

Student Travel

Student Travel Procedures

Miscellaneous

1. To have Accounts Payable reimbursements directly deposited into your bank account, you may sign up for Accounts Payable direct deposit through Employee Self Service in MyISU to do so. This is separate from Payroll direct deposit.
2. P-cards issued by Purchasing Department cannot be used for travel expenses and may jeopardize P-card privileges.
3. Business meals with no external attendees while in travel status is not allowable. Instead each employee will pay for their own meals and request per diem reimbursement on their own expense report.

Travel Policies

• University Business Travel ISUPP 2000
• Student Travel Policy ISUPP 2390
• Student Group Travel ISUPP 2380