No. It's an insurance and is not reimbursable for domestic car rentals. Beware that many car rental vendors try to up-sell renters on a wide range of insurances. The university car rental insurance card covers CWRU employees and students when on university-related travel.
Credit card statements or bank card statements are the most precise sources of transaction information for purchases in foreign currencies. Credit card foreign currency transaction fees are reimbursable. Travelers can also submit exchange rate information from xe.com or equivalent site (http://www.xe.com/tec/table.shtml). Those exchanging cash should submit the bank or cambio kiosk receipt to obtain the transacted rate. Remember University Policy requires writing dollar equivalents onto all individual receipts. Requests not following these procedures are subject to significant delay or denial.
The provisioning of personal luggage in preparation for any trip is the responsibility of the traveler. The traveler is also responsible for replacing personal luggage damaged on CWRU-supported travel.
Hotel health club and spa charges are the responsibility of the traveler.
CWRU policy permits enrollment by travellers in these programs as long as there is no additional expense incurred by the University for membership or accumulation of such rewards. Individual travelers can receive these rewards when their travel is on behalf of the university.
CWRU policy does not permit travel/meeting/conference arrangers to receive reward points, airline miles/tickets, or other gratuities from hotel, catering, and travel-related vendors beyond what university policy would value at more than a "social gesture." For example, receiving points/certificates for overnight hotel stays would be unacceptable under this provision if the university is paying for the event. See section 10 of the CWRU Procurement Policy for more details.
No. The T&E card saves time by eliminating the need to submit any kind of currency exchange reference. T&E statements provide the exact dollar amounts needed for reimbursement requests (along with appropriate receipts where needed). Reimbursement of currency exchange fees for approved CWRU expenses is also supported when supplying the card statement.
No. Judy Gilchrist of Accounts Payable is performing the day-to-day review of travel reimbursement requests. To expedite reimbursements, be sure to address them directly to Judy in Accounts Payable at the Cedar Avenue Services Center (LC 4910). Contact Travel Services if there are any questions on CWRU Travel Policy.
Departments/schools have the discretion to approve airline ancillary fees for items such as early boarding, exit row seating, onboard internet, and food. Travelers and departments should be aware that such fees can significantly add to base ticket costs as some fees are charged per segment of the flight itinerary.
Yes. You should always use Adobe Acrobat Pro or equivalent software to complete these forms on your PC or Mac before transmitting them to complete a purchase. This is needed to avoid potential booking errors due to illegible handwriting. Be sure to have the most recent forms, i.e., ones that have birth date information to satisfy current TSA requirements.
Yes. Use the 534500 account code in Peoplesoft Financials. Reimbursed relocation expenses are normally considered taxable income by the IRS.
Yes. The cardholder is responsible for the timely payment of all personal and business-related charges at the end of each cycle. University-related business purchases must be in accordance with current CWRU business policies to qualify for reimbursement.
Fares must be purchased at the lowest price available on the most direct route. Upgrades within a domestic economy-class (coach) cabin are the decision of the individual school/department. Travelers should be aware that such upgrades are per segment and can significantly add to the base ticket costs.
Yes. Click here for a printable version of the car rental insurance card.
Yes. Individual schools and departments may use their own discretion when seeking reimbursement for such fees. Only airfare t and related taxes (no anciallary fees0 can be charged when purchasing through the preferred agencies Traveline and Flite II.
No, the 534500 account number should be used while including a statement of travel expense.
P-cards are recommended for conference and meeting registrations. T&E and personal credit cards can be used as well.
Yes. All travel-related requests for faculty, staff, visitors, and students need a statement of travel expense, even if the person receiving the reimbursement is not the actual traveler. Get a statement of travel expense here ».
No. Local travel (within a 50-mile radius of Case) is reviewed by Accounts Payable and does not need a statement of travel expense. Travel outside this local area is reviewed by the Travel Services Office and always needs a statement of travel expense, regardless of whether the traveler is a student, visitor, faculty or staff.
No. The maximum allowance amounts ($10-breakfast, $12-lunch, $26-dinner) are inclusive.
Yes! A credit card statement is always the best reference for reimbursements when there are expenses in foreign currency as the credit card charges are normally the exact amount to be reimbursed to the traveller. Lacking a credit card statement, a travel expense calculator should be used such as xe.com: http://www.xe.com/tec/table.shtml if preparing a reimbursement for a CWRU visitor. Otherwise, the Travel and Expense Module has a built-in conversion tool.
Simply follow regular travel submission guidelines and be sure to include a statement of travel expense. The account code for relocations is 534500.
Yes. All toll reimbursement, without exception, is receipt-based. Travelers are also welcome to submit E-Z Pass statements for toll requests.
Yes. Be sure to have a receipt with form of payment clearly indicated. As with airlines, the lowest available coach-class fare is supported.
At minimum, specific origin and destination addresses are required. A general statement of "Cleveland" to "Columbus" is not specific enough. A Google Maps or MapQuest reference is considered a best practice.
No. Meals above allowance amounts (B$10, L$12, D$26) are expected, by policy, to have detailed receipts. Those without detail are subject to reduction to the permitted allowance for that meal.
No. It is expected that all statements of travel expense are completed using keyboard entry, auto-calculated (green button), and then printed for physical attachment to the request packet.
Only the person paying the hotel indicated on the hotel folio is entitled to reimbursement. If the folio was split onto separate credit cards for each individual traveler, then each traveler can be individually reimbursed.
Yes. There are very few areas of the world, however remote, where receipts are not provided for expenses such as transport and meals. If you believe furnishing receipts for small, trip-related expenses will be difficult, the purchase and employment of a receipt book by the traveller is recommended. Travelers may still use their university meal allowance (up to $48 per day for actual breakfast, lunch, and dinner expenses) and claim intra-urban public transportation expenses without furnishing receipts.
No. Most purchases should employ a T&E or personal credit card, including taxi fares.
Yes. Travelers should submit an individual receipt for checked bag expenses for both outbound and return portions of their trip.
Yes. The rate for personal vehicle mileage incurred in 2011 is $.51/mile. Trips from 2010 can be reimbursed at $.50/mile.
No. Travelers are responsible for repairs/purchase of personal luggage. If the airline, hotel, or TSA have damaged your suitcase, you should seek compensation from them, not CWRU.
No. Case travel policy explicitly prohibits this. The university will support reimbursing fees associated with ticket change and reuse if there is an approved need for cancellation.
Yes, if the purchase is for the conduct of university business and approved by your department. In flight entertainment services such as Audio and Video on Demand (AVOD) are not reimbursable.
Yes. Just be sure to include your E-ZPass statement when submitting your request and note trip charges associated with Case-related business.
Whomever pays for the stay is reimbursed. If each traveler pays half on distinct credit cards, then each is reimbursed the appropriate portion. If one colleague pays for both, then that individual receives the entire reimbursement.
Be specific! "Home" to "Michigan" and similar vague equivalents such as "Various destinations" are unacceptable. Specific geographic information for each departure and destination is needed. If you are driving from Blue Ash to Lakewood, then do not submit a request for "Cincinnati to Cleveland." Give each new origin point and destination its own line, date, and mileage in the Statement of Travel Expense.
Yes. Travellers should submit justification, however, when submitting fees for more than standard personal baggage.
534100 covers visitor travel and 534200 covers faculty and staff travel. These travel accounts typically include meals, airfares, and transportation expenses. The 534300 account can me used for meeting registrations. Purchases for books and equipment while on travel should be placed on different accounts.
Travelers need actual documentation indicating payment (usually with the last four digits of a credit card clearly indicated.), i.e. a receipt. Credit card statements themselves can be submitted together with itineraries to support expenditures. Hotel folios typically provide indication of settlement with a credit at the end of the document.
When using an online service such as Orbitz, Priceline, or Expedia, ensure that either payment method is clearly indicated or provide additional credit card statement information. This is especially true for hotel and package purchases.
No. The University provides this insurance free of charge through its office of Risk Assessment. Faculty, staff, and students must first register to activate the coverage providing information that includes dates and locations of intended travel. Contact Laura Corrigan at 216-368-4394 or click here.
No. As stand-alone requests without other travel, conference registrations should be designated as a non-travel request type. The account number for conference registrations in all situations should be 534300. CWRU Pcards are an excellent way to pay for conference registration charges.
Travel and related activities for employees within a 50-mile radius of Case should be submitted under the PeopleSoft request type "Non-Travel Employee Reimbursement." The "Travel Reimbursement" request type should be reserved for more distant travel (e.g., Columbus, Los Angeles, Shanghai)
Yes, all travel-related requests must have a Statement of Travel Expense included.
It is expected that travellers provision such items, as well as aspirin, antacids, etc. without the expectation of reimbursement.
Yes, as long as the University is not obligated to pay a more costly economy-class ticket to enable the upgrade. Any fees associated with the miles-based upgrade (or any upgrade) must receive Chief Financial Officer approval prior to ticketing.
No, travelers must produce a receipt with proof of payment indicated. This typically includes the last four digits of the traveler's credit card number for airfare, hotel, and car rental transactions.
Yes, with the appropriate receipt showing actual payment.
If your travel is federally funded, you must use a U.S. carrier whenever possible. If no U.S. carrier flies to your destination then you should fly on a U.S. carrier as far as is possible. For example if you need to go to a conference in Denpassar, Bali you would be able to fly United or Continental to Singapore then fly from there to Denpassar on a foreign owned carrier. Travel is also permitted on foreign carriers when they code share with a U.S. airline. For specific information, see the Fly America Act.
No. When you rent a vehicle for university-related business, rent it in the name of "Case Western Reserve University, by Your Name." This way you'll be covered by the university's vehicle insurance policy. See the vehicle insurance card here. Be sure to consider the discounted rates from CWRU preferred car rental agencies when renting for business or personal travel.
Yes, there are no allowances for these expenses.
Yes, but travelers are not reimbursed until after the actual stay. A detailed hotel or final car rental receipt must be provided.
All meals with food, tax, and tip totals above the University meal allowances require a detailed receipt specifying items purchased (in addition to the credit card receipt if separate). Detailed meal receipts are readily available from most restaurants. Reimbursement for group meals must include names of attendees and the nature of Case business discussed.
Yes. Reasonable purchases of alcoholic beverages are permitted. These must be listed separately from other travel-related charges in the PeopleSoft reimbursement request form using account code 599020. Some individual departments, as well as numerous state and federal grants, do not permit reimbursement for alcohol. Please check your department's policy.
Under current Case Policy (Feb., 2013), it is not reimbursable regardless of trip length.