NSU Faculty Handbook
8.0 TRAVEL POLICIES
8.1 General Statement
Requests for travel must be approved first by the appropriate dean. Faculty members requesting travel are expected to make satisfactory arrangements for their classes and list those arrangements on the "Absence Report Form" and/or "Request for Travel Form." The failure to obtain approval in advance for travel is grounds for denying reimbursement. Faculty may be reimbursed in part for travel expenses incurred while conducting authorized University business. Official business includes attendance at professional meetings, representing the institution at appropriate conferences and agencies, travel related to internships, and travel that is a required part of carrying out specified University assignments.
Deans shall keep records for all travel charged to college budgets. Prior to planning a trip, a faculty member should consult with the college dean or account sponsor to discuss current University policy affecting travel. Information from the Office of Business Affairs goes to account sponsors and is not distributed directly to faculty.
State law specifies that travel expenses incurred by a person seeking employment with a state agency may be reimbursed only if the travel is performed at the request of the employing agency.
8.2 Professional Meetings
Requests to attend professional meetings must be accompanied by a program or letter of invitation. Money budgeted for faculty travel is not to be used for field trips, unless student attendance is incidental to faculty participation in a professional activity. Per diem expenses for students will not be charged to a faculty member's travel funds.
8.3 Reimbursement
In order to receive reimbursement for travel, it is necessary to complete a "Travel Reimbursement Summary" form, available in college offices, upon completion of the trip. The required receipts must be attached to this form. The routing of the "Travel Reimbursement Summary" is designated on the form. The amount claimed for reimbursement may not exceed the amount approved on the "Request for Travel Form." A careful estimate of expenses must be made on the "Request for Travel Form." Following are some general provisions of reimbursement as noted by the State Finance Director, in accordance with the "State Travel Reimbursement Act" of 1972.
- Travel status for the purpose of meals and lodging expenses is defined as absence from the employee's home area or regular duty station area while performing official state business. Travel status for expense reimbursement is further determined by the following guideline tests (both tests must be met):
- Distance test: The travel distance performed must be such that the employee cannot reasonably leave from and return to his/her office location at the start or close of each day's work schedule. The reasonableness guideline used for the distance test is sixty (60) miles (one-way) or more. There may be valid reasons that would waive the distance guideline. The employee should provide written clarification/explanation of the travel purpose and requirements and reasons for allowance of the expenses.
- Duration test: In order to claim overnight status reimbursement (e.g. per diem meals), without support of a lodging receipt, the traveler must have been in travel status for eighteen (18) or more hours. For further clarification contact the Office of Business Affairs, or refer to Meals Expense (Per Diem) Reimbursement Rate Table available in college offices.
- Distance test: The travel distance performed must be such that the employee cannot reasonably leave from and return to his/her office location at the start or close of each day's work schedule. The reasonableness guideline used for the distance test is sixty (60) miles (one-way) or more. There may be valid reasons that would waive the distance guideline. The employee should provide written clarification/explanation of the travel purpose and requirements and reasons for allowance of the expenses.
- Reimbursement for meals and lodging on out-of-state trips shall not begin more than twenty-four (24) hours before or continue more than twenty-four (24) hours after the objective of the trip (meeting, workshop, conference, etc.) has been met. On the "Request for Travel Form," the traveler must list the dates and times that the meeting begins and ends and attach any program, agenda, brochure, etc., that lists this information. The dates and times for the start and end of travel will also be listed on the absence report. In-state travel is reimbursed using the same twenty-four (24) hour rule.
8.4 Lodging
Reimbursement for overnight lodging while in official travel status may be made at a rate not to exceed the specified limit per night for in-state or out-of-state travel. Receipts issued by hotels, motels, or other public lodging places must show a zero (-0-) balance. Such receipts must accompany the claim for reimbursement, noting the city and state in which the site of lodging was located and the dates of occupancy.
When traveling to a conference/meeting sponsored by any organization other than NSU, faculty must obtain an announcement or notice from the sponsor stating "Designated Lodging" and the reduced rates listed. If the conference/ meeting is not designated lodging, only the maximum daily rates, including any associated tax charges, will be reimbursed as specified in the State Travel Reimbursement Act.
8.5 Meals
A per diem reimbursement for meals while in official travel status is provided. A rate schedule is available for both in-state and out-of-state travel. In computing reimbursement for meals, a day shall be a period of twenty-four (24) hours. If the trip lasts more than twenty-four (24) hours reimbursement for each quarter day (6 hours) or a major fraction thereof (3 hours or more) may be made. If the overnight trip takes less than twenty-four (24) hours, but more than eighteen (18), there may be fractional reimbursement for meals.
8.6 Transportation
No travel expense shall be incurred except for official business approved in advance. The traveler should anticipate all needs, including local transportation. Any request submitted after the deadlines noted below should carry a note of explanation and should be hand carried for signature.
In-state travel requests should be submitted at least ten (10) days before the expected trip.
If available, and authorized by the account sponsor, a University vehicle may be reserved in advance. The need for the vehicle must be noted on the form requesting travel approval along with an accurate estimate of the cost of vehicle use (anticipated miles x current charge/mile). The faculty member planning to use a vehicle should check with the office responsible for vehicle schedules as far as possible in advance of a trip. No vehicle can be taken from the motor pool unless the travel form has been processed properly. If it becomes necessary to cancel a scheduled trip, the vehicle-scheduling clerk should be notified promptly so the vehicle can be reassigned.
Travel by privately owned vehicle may be reimbursed based on the distance traveled (as set forth in the latest State Highway Commission road map) times the current University per mile reimbursement rate. Vicinity travel (travel accomplished in the vicinity of the destination) must be entered on the travel claims as a separate item. When reimbursement is claimed for use of a privately owned vehicle, the approving officer, by his/her approval of the claim, certifies that a University-owned vehicle was not available for use.
8.613 Transportation of Passengers
While conducting state business, employees are not allowed to transport passengers, while driving a state-owned vehicle or personal vehicle, unless the transportation of that person is necessary to conduct state business.
In-state local transportation such as shuttles, taxis, etc. will be reimbursed only upon justification as to the necessity for their use.
8.615 Airline (See 8.621)
Out-of-state travel requests should be submitted at least thirty (30) days prior to the date of departure to be sure that the request clears all offices beforehand Airline reservations will not be made without an authorized travel request. Regardless of the travel mode (including privately owned vehicles), reimbursement for out-of-state transportation costs shall not exceed that of coach air fare. However, commercial airline travel on a first-class basis may be reimbursed if coach-class space is not available within a reasonable time and is justified by an attachment to the claim.
Commercial airline tickets must be purchased from a state-approved travel agency or from other sources if for a lesser amount. After processing a "Request for Travel Form," a faculty member desiring to travel by air must obtain pricing from a state-approved travel agency and flight information from the vendor.
8.622 Local Transportation at the Destination
Local transportation costs incurred during out-of-state travel may be reimbursed on the basis of an itemization of such costs. Reimbursement for leased/rented automobiles will be made in the same manner, but will not exceed the rate provided for the use of privately owned vehicles.
8.7 Miscellaneous Expenses
Reimbursement claims for miscellaneous travel expenses such as registration fees must be itemized. If the association sponsoring the meeting will accept a University Purchase Order, the payment of the registration fee may be done by requisition prior to the travel.
8.8 Receipts Required
Lodging receipts from a motel, hotel, or other public lodging place must accompany the claim for reimbursement. Claims for reimbursement of registration fees must be supported by a receipt. Claims for reimbursement of transportation by commercial airlines shall be accompanied by a copy of the airline itinerary. Reimbursement for official use of leased or rented automobiles must be supported by a receipt indicating miles traveled. All receipts must show a zero (-0-) balance for reimbursement.
8.9 Disbursement of Travel Checks
Reimbursement for travel checks are mailed to the claimant's residence.
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