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Travel and Entertainment Expense

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PURPOSE

Aurora University provides reimbursement of travel and entertainment expenses to faculty and staff for reasonable and necessary expenses incurred in connection with approved travel and entertainment on behalf of the university. This policy provides broad guidelines for official business travel and entertainment reimbursement.

POLICY

Employees are expected to spend university funds prudently when traveling on university business or entertaining for university purposes. Reimbursement of expenses is allowed within the parameters of the policy, and when the individual being reimbursed will not be reimbursed from any other source.

Travel on behalf of the university meets the IRS definition of an “accountable plan.” Under an accountable plan, travel advancements and reimbursements must meet three requirements:

1. Reimbursement of the expenses incurred and paid while performing services as employees must have a business connection.
2. Travelers must provide a statement substantiating amounts, dates, uses and business purpose of expenses within a reasonable amount of time (not to exceed 30 days) after the expenses are incurred. Original itemized receipts must be attached to the statement.
3. Employees must return any advance amounts in excess of substantiated expenses within a reasonable period of time (not to exceed 30 days) from the date of travel or purpose for which the advance was given.

Travel advances and reimbursements meeting these requirements do not have to be reported as income to the traveler.

FORMS/RELATED POLICIES

Travel Reimbursement Form 
Faculty Handbook 
Check Request Form

PROCEDUE

1. General Travel and Expense Guidelines
   1. Out of town travel must be approved in advance by the employee’s supervisor and Budget Manager. International travel requires approval of the Vice President/Provost.
      1. Reimbursable out of town travel expenses include actual and reasonable costs for meals and beverages, lodging, transportation, reasonable tips, telephone and fax services, taxis or rental cars, parking, and costs of maintaining and operating an automobile for business purposes up to the maximum allowed under IRS guidelines.
      2. Personal telephone calls will be reimbursed only for employees traveling overnight who need to contact their family members.
      3. Costs incurred for hotel room mini-bars, laundry and dry cleaning of personal clothing, in room movies and other forms of entertainment will not be reimbursed.
      4. The most cost-effective mode of travel should be used based on itinerary.
      5. All costs are to be shown on the employee’s expense report in the categories listed and submitted by the end of the month following the expenditure. Itemized receipts must be attached.
      6. For “ticketless” travel, a passenger receipt coupon must be requested of the travel agent or other issuer for documentation of expense.
   2. Local travel expenses, including between university campuses
      1. Use of a personal automobile for university business by an employee possessing a current driver’s license and carrying state-mandated liability insurance on the vehicle will be reimbursed based on the approved university mileage reimbursement rate in effect at the time of travel.
      2. Mileage qualifying for reimbursement is defined either as
         1. Miles driven from the primary employment location (Aurora campus or George Williams College campus or off-site location where the university conducts college instruction) to another location or as miles driven from home to a location other than that of primary employment and the return trip.
         2. The standard rate of expense reimbursement between the Aurora campus and the GWC campus will be based on 75 miles one way plus applicable tolls, if any.
         3. Miles driven from home will be based on mileage between the campus and the business location or home and the business location, whichever is less.
      3. Personal transportation, i.e., commuting costs incurred in connection with regular job duties or for attendance at university events that occur outside of normal business hours, including evenings and weekends, will not be reimbursed.

      4.  

2. Entertainment and Business Meeting Expenses
   1. General entertainment and business meeting guidelines
      1. In general, reasonable expenses incurred when participating in meetings or events where university business is conducted, whether internal or external constituencies, are reimbursable.
         1. Exceptions include personal events such as departmental parties/luncheons, flowers, gifts, holiday parties, “going away” presents, and so on. Such events are primarily personal matters and should be handled accordingly by those involved. Important: Gift cards for university employees are deemed taxable compensation and are not reimbursable expenses. Please refer to Policy HR-504 “Payment of Wages.”
         2. Entertainment expenses should be reasonable in relation to the nature and function, and the business benefit that the employee expects to derive from the expenditure.
         3. Names of persons along with their titles and affiliations, location of meeting or event, and the purpose of the occasion must be reported. Typical examples include entertaining a prospective donor or recruiting a faculty candidate.
      2. Meals
         1. Reimbursement of reasonable food and beverage costs incurred on behalf of employees during on and off campus meetings is permitted, providing legitimate business purpose and need are documented. Excessive meal costs will not be reimbursed.
         2. Appropriate tips will be reimbursed. Generally, appropriate tips are 15% to 20% of the food bill.
         3. Itemized bills (listing of food and beverage items ordered with costs and tip broken out) must accompany reimbursement requests.
         4. Alcoholic beverages are typically not reimbursed. Any exceptions require Vice President/Provost approval.
         5. Appetizers are typically not reimbursed unless an individual orders an appetizer as their meal item. Any exceptions require Vice President/Provost approval.

3.  

4. Cash Advances
   1. When possible, the university recommends the use of university Purchase Orders, the corporate credit card or other major credit cards for travel related services. Cash advances may be requested for out of pocked expenses. Employees should use good judgment in estimating and requesting appropriate amounts.
   2. The minimum projected expense amount to qualify for an advance is $100. Cash advances should generally not exceed $400 per week of travel.
   3. A completed Check Request form must be submitted at least 14 days prior to the scheduled travel.
   4. Upon return, an itemization of the funds used, including supporting receipts for items over $10, must be submitted to the Business Office. Any remaining funds, are to be returned to Student Accounts, and a copy of the cash receipt attached to your Travel Expense Report.

   5.  

5. Expense Reports, Records and Reimbursement
   1. Travel expense reports should be submitted to the Business Office within 14 calendar days after the traveler has returned.
   2. Requests for reimbursement submitted more than 60 days after the return may be denied, or, if approved, will be paid through Payroll and taxed as earnings.
   3. Dated original receipts or invoices must be submitted along with the properly completed Travel Expense Report.

Questions regarding this policy should be directed to Human Resources.