TRAVEL POLICY AND
    PROCEDURES MANUAL

AIR TRAVEL


DOMESTIC TRAVEL
Domestic air travel is defined as travel within the United States, its territories and possessions (Guam, Puerto Rico, the U.S. Virgin Islands), Canada and Mexico.

Travelers are expected to use the most economical and logical mode of transportation available. This includes incurring no higher expense than the rate for the most direct and logical traveled route (see Expense Reporting for further documentation requirements). More expensive transportation may be used if the traveler pays for the incremental difference over the allowed cost.

 COMMERCIAL AIR TRAVEL

NON-REFUNDABLE TICKETS/CANCELLATIONS
If it is necessary to cancel a trip the traveler should ask the issuing agency or airline about the terms and conditions that apply for future trips.  Personal use of any portion of a University purchased/reimbursed ticket is not allowed.

Penalties imposed as a result of canceling a ticket or fees assessed for reissuing a non-refundable ticket may be reimbursed to the traveler if:

LOST/STOLEN AIRLINE TICKETS
Lost or stolen airline tickets are not a reimbursable expense. Travelers should contact the issuing travel agency or airline.

FEDERALLY AND SPONSORED FUNDED TRAVEL
Federal regulations restrict the charging of business class or first class air travel to federally sponsored projects.

For the complete federal travel regulations please refer to OMB Circular A-21.

FREQUENT FLYER PROGRAMS
The University will not reimburse for tickets purchased with frequent flyer miles. Frequent flyer mileage programs should not influence the travelerís flight selection or routing.

CHARTERED AND PRIVATE AIRCRAFT
The University strongly discourages the use of domestic chartered flights or traveling via a private aircraft (see Travel Insurance).

LOST OR EXCESS BAGGAGE
(Refer to Travel Insurance).

AIR TRAVEL PAYMENT PROCEDURES
Federal tax on airfare is allowable and reimbursable.

INTERNATIONAL TRAVEL
International travel is defined as travel outside the United States and its territories and possessions (Guam, Puerto Rico, the U.S. Virgin Islands). University employees must receive appropriate campus approval by the department head/director prior to traveling internationally.

PASSPORTS AND VISAS
Passport and VISA expenses are reimbursable provided they were obtained to travel on University business.

IMMUNIZATION
Immunization requirements are available from the Centers for Disease Control and Prevention (CDC). Please check the web site: http://wwwn.cdc.gov/travel/default.aspx

CONVERTING INTERNATIONAL CURRENCIES
Expense Reports must be submitted in U.S. Dollars with an explanation and translation of any international receipts and their conversions.

Use of the University Corporate VISA card eliminates the need to calculate international currency conversions and usually reflects favorable exchange rates.

To convert international currency the following calculation is used:

Rates may be obtained from the Treasurerís Office, (508) 856-4700

 


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Last Updated: 09/20/12