TRAVEL POLICY AND
    PROCEDURES MANUAL

General University Travel Policy

The University’s policy is to reimburse employees for necessary and reasonable travel expenses incurred for authorized and approved University business. Travelers should be comfortable while traveling, understand all travel related policies, and obtain reimbursement quickly.

This policy is intended to:

This policy applies to all travel expenses reimbursed by the University regardless of the source of funds. When travel costs are to be charged to a sponsored project, the terms of the applicable award take precedence. At their discretion, colleges, schools, or departments may impose more restrictive guidelines for budgetary or control reasons, but they may not be less restrictive than guidelines stated in this policy.

 

RESPONSIBILITY OF THE TRAVELER

A traveler on University business has the responsibility to act prudently and to only incur travel expenses, which are necessary, reasonable, appropriate, for which documentation is available. University travelers are required to obtain prior written authorization for travel from their director or department head, and may not authorize their own travel nor approve their own expense reimbursements. The traveler is responsible for prompt submission of travel-related expenses, and accounting for any advances received, and for maintaining any University issued corporate VISA card accounts in good standing.

 

RESPONSIBILITY OF THE AMHERST CAMPUS

The Amherst campus is responsible for establishing travel management procedures that provide quality travel services for employees and, at the same time, maximize the cost savings for the University. These travel procedures have been developed using input from Amherst campus travelers and include negotiated special rates and quality control checks for contracted travel services such as travel agencies, and Corporate VISA card programs. The Amherst Campus responsibilities include:

 

RESPONSIBILITY OF THE DEPARTMENT HEAD OR DIRECTOR

Authority and responsibility for approval and control of travel by employees rests with the department head/director. In certain circumstances in the absence of the department head/director, the approving authority designation may be changed, in writing, indicating such delegation. Delegating approving authority to anyone below the traveler’s immediate supervisor is not permitted.

Prior authorization granted by the department head or director ensures that:

By approving actual reimbursements, the department head, director, or approving authority is ensuring compliance with guidelines, specifically:

 

SPONSORED PROJECT TRAVEL

For travel charged to a sponsored project or grant, the principal investigator must ensure that, in addition to campus guidelines, all funding agency restrictions are followed. A traveler must receive written approval from the department head/director and the principal investigator prior to traveling and again for reimbursement.

 

ATHLETIC TEAM TRAVEL

The University recognizes the unique nature of athletic teams; special arrangements are in place to facilitate team travel.

 

NON-EMPLOYEE TRAVEL

Travel expenses for non-university employees, such as consultants, speakers, lecturers, visiting professors, candidates for positions and undergraduate students are reimbursed in accordance with contract for services and vendor payment procedures. See Non-Employee Travel.


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Last Updated: 11/24/03