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:

• Ensure compliance with state and federal regulations.
• Establish guidelines for approval, control and accounting for employees and Trustees who travel on University business.
• Ensure fairness for both the traveler and the University.

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.

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.

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:

• Establishing policies, guidelines, and procedures that meet IRS criteria so that travel reimbursements do not become reportable income.
• Establishing guidelines and procedures that ensure that sponsored project travel meets all contractual agreements.
• Clearly communicating guidelines, procedures, and responsibilities to travelers, department heads, and department support staff.

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:

• Adequate funds will be available.
• The intent of the trip is University-related business.
• The traveler has authorization to be away from campus.

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

• The travel expense was incurred while conducting University business.
• The information contained on the travel expense voucher and in the attached documentation is accurate and in accordance with policies and guidelines.
• The expenditure is charged to the proper account, which has adequate and appropriate funds available.

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.

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.

Travel Policy and Procedures Manual (MAIN INDEX)

Travel Management, (MAIN PAGE)

Controllers Office (MAIN PAGE)

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Last Updated: 11/24/03