TRAVEL SERVICES

Travel Policy

TRAVEL POLICY & PROCEDURE MANUAL
Effective Date: January 1, 2008
Revised 10/08/2007

Violations of this policy may result in disciplinary action or appropriate sanctions up to and including termination.

TRAVEL POLICY CONTENTS
I. Purpose
II. Travel Authorization
III. Travel Arrangements
IV. Approved Forms for Payment
V. Air Travel
VI. Frequent Flyer Program
VII. Ground Transportation
VIII. Meals
IX. Hotels
X. Telephone
XI. Arranging for Visitor Hotel Accommodations
XII. Spouse Accompaniment
XIII. Combined Business/Personal Travel
XIV. Non Allowable Expenses
XV. Advances
XVI. Expense Reporting
XVII Students

I. Purpose

Travel plays an important role in accomplishing the University's educational and research mission, the professional enhancement of its faculty, staff and students, and in carrying out administrative responsibilities. When conducting business on behalf of the University, faculty, staff and students are expected to use good quality services and accommodations appropriate for the business to be conducted. Good judgment and ethical practices on the part of each traveler remain the most important factors in controlling travel expenses. It is the policy of the University to reimburse faculty and staff and to pay outside vendors for necessary, appropriate, and approved travel related costs and activities. The policies and procedures herein apply to all sources of funds, including gifts, endowment income, sponsored programs, designated income, released funds, and University appropriations.

More restrictive policies and procedures may apply to certain accounts including many sponsored programs. See “Sponsored Program Travel”. More restrictive travel policies and procedures may also be specified by certain programs, schools, departments, centers, or divisions, and will be applicable in those cases. Employees are responsible for following this policy and, if applicable, the policy of their particular program, school, department, center, or division.

Changes in University business travel policies and procedures may be made from time to time, and will be communicated through Case Daily and posted on the travel website. Amendments will be effective on issuance.
The information herein supersedes all previous travel policy and procedure documentation.

Control of travel budgets is the responsibility of each dean and department head. Approval of expense reports is more than a formality. It indicates that expenses submitted have been reviewed and have been found to comply with University and federal regulations regarding travel and authorized business expense.

All Case personnel traveling or incurring business expenses on behalf of the University, and those responsible for the budget approval of these expenses, are expected to use these measures to assist in maintaining control over travel expenditures.

II. Travel Authorization

It is University policy that all travel should be approved by the individual traveler's supervisor in advance of travel. Documentation of this approval should be maintained at the business unit level.

As a matter of budget control, administrators of various organizational units may develop internal procedures for the approval of travel requests before travel commences and the allocation of financial resources to be used.

For reconciliation of all travel related expenditures, it is necessary to submit a Statement of Travel Expense which must be signed by the individual traveler and the traveler's supervisor. (Section XVI) In addition, travel outside of the United States must be approved by the appropriate Dean or VP.

It will be the responsibility of the department administrator and the traveler to ensure that funds are available and allocated to the appropriate funding source. The Department of Travel Services will perform audits of travel expenditures to be certain that departments are complying with university policies and procedures.

III. Travel Arrangements

The University has contracted with preferred travel agencies, through which it has access to negotiated rates for airfare, hotels and car rentals in accordance with its service and purchasing goals. It is recommended that all air fare, and where possible, hotel and car rentals, be purchased through these preferred agencies, either directly or through ithe Traveline online travel tool.

IV. Approved Forms of Payment**

Business Travel Account(BTA)
As the University’s preferred agency, Traveline has a Case Western Reserve University Business Travel account and is able to charge the appropriate speedtype directly. By submitting a Travel Approval Form for Preferred agency Business Travel Account (BTA) to Traveline after arrangements have been made, the agency can ensure that
appropriate approvals have been received for travel and that charges are allocated correctly. This is the recommended methodology for purchase of all airline tickets and group travel arrangements.

University Travel and Entertainment (T&E) card
Individuals who travel frequently are strongly encouraged to apply for a University Travel and Entertainment (T&E) card for charges related to travel. This is a personal liability credit card, which is associated with the University's overall credit card program and for which no annual fee is charged. The traveler is responsible for complete and timely payment of this card and will not be reimbursed for unsupported or unapproved expenses including, but not limited to late fees and delinquency fees. The T & E card must be surrendered when the employee leaves the university.

Personal credit cards
Personal credit cards for charges related to travel, may also be used. The Statement of Travel Expense accompanied by a Peoplesoft payment request form and detailed and original receipts needs to be submitted to Travel Accounting to receive reimbursement.

Travel Advance
When issued the T&E card should be used in lieu of a Travel Advance for ordinary travel. A Statement of Travel Expense accompanied by a Peoplesoft payment request form and detailed and original receipts needs to be submitted to Travel Accounting to receive reimbursement (See section XV)

A travel advance should only be requested by those individuals who do not have access to a credit card. Advances may be requested by completing a Travel Advance Request in the Accounts Payable module of Peoplesoft.

** Pcard may be used for travel in circumstances where a Pcard exception has been approved.

V. Air Travel

It is University policy that travelers make all efforts to travel using the most direct, economical coach airfare when traveling on University business.

Higher airfares are allowed if a lower airfare would

• - require circuitous routing
• - require travel during unreasonable hours
• - excessively prolong travel
• - result in additional costs that would offset the transportation savings
• - offer accommodations not reasonably adequate for the travelers medical needs

As a good business practice, travelers should make air travel arrangements as far in advance as possible. First class/business class travel is not reimbursable unless approved in advance by the Chief Financial and Administrative Officer (CFAO). The CFAO's approval is required in advance of committing to business/first class travel.

Supporting documentation must be submitted with reimbursement request where applicable.

Charter travel may be necessary under special circumstances. Charter travel must have prior approval of the CFAO.


SPONSORED PROGRAM TRAVEL
In determining what is allowable for sponsored program travel, refer to OBM Circular A21 and the orginal grant agreement.

If the traveler is requesting business or first class travel based on one of the OBM Circular A21 exceptions noted below, the reasons must be fully documented and submitted in writing to the CFAO for approval. The written statement must be attached to the Statement of Travel Expense and the CFAO signature must be on the statement. In those very rare instances, the travel expense may be charged using the standard 534200 account number.

A21 Exceptions
Airfare costs in excess of the customary standard commercial airfare (coach or equivalent), Federal Government contract airfare (where authorized and available), or the lowest commercial discount airfare are unallowable except when such accommodations would (a) require circuitous routing; (b) require travel during unreasonable hours; (c) excessively prolong travel; (d) result in additional costs that would offset the transportation savings; or (e) offer accommodations not reasonably adequate for the travelers medical needs. The institution must justify and document these conditions on a case by case basis in order for the use of first class airfare to be allowable in such cases.


VI. Frequent Flyer Programs

Most major airlines now offer one or more forms of bonus awards for frequent flight on their own or affiliated carriers. The University has no objection to travelers enrolling in such programs, as long as travel arrangements are made in accordance with established University policies and procedures.

• - Certain grant and external funding agencies may require that awards earned for travel from the agency be used for related travel. It is the responsibility of the principal investigator to monitor compliance.
• - Extra costs incurred for the purpose of accumulating frequent flyer credits for personal awards are not reimbursable.

VII. Ground Transportation

It is expected that each employee use the most effective ground transportation available, considering cost, time, and availability and scheduling.

• - Public Transportation:
  The cost of public transportation is reimbursable and does not require a receipt.
• - Taxi and Airport Transportation:
  Whenever practical, airport or hotel limousines should be the preferred method of transportation to hotels or meeting sites. A taxi is usually the most available and least time consuming and should be considered as conditions warrant. A receipt is required for reimbursement for such expenses.
• - Rental Passenger Automobiles:
  Rental automobiles may be used as necessary. Rental cars must be refueled prior to return to the Rental Car Company to avoid fuel surcharges.
  
  Insurance coverage for Rental cars
  Faculty and Staff, who rent vehicles in the course of conducting University business, should decline liability/physical damage insurance offered through the rental company. The vehicle should be rented in the name of "Case Western Reserve University, by John Doe". Insurance coverage is provided through the University's vehicle insurance policy. Proof of insurance when renting or leasing vehicles on behalf of the University.
  
  When renting a vehicle outside of the United States, insurance coverage should be purchased. Any incident/accident involving a rental vehicle should be reported to the University Insurance manager as soon as possible.
  
  Gasoline purchases on a T&E card or personal credit card for rental cars while engaged in University business will be paid by the University if supporting documentation is provided. ( NOTE: PCARDS may not be used for gasoline purchase for rental cars while engaged in University business.)
  
  
• - Personal Vehicles:
  Expenses for travel using personal vehicles are reimbursable at cost per mile only at the IRS authorized rate in effect as of July 1 of each fiscal year.( See Mileage Information ) The mileage reimbursement allowance covers all automobile related costs; gasoline, insurance, maintenance etc. Toll charges and parking fees when supported by
  receipts, are reimbursable in addition to mileage allowance. The total personal automobile expenses shall not exceed the lowest available airfare. Gasoline, etc purchased for personal vehicles may not be paid for on the PCARD.
  
  It is recommended that travelers using personal vehicles on University business have adequate automobile coverage including liability, physical damage, uninsured motorist etc. Travelers must carry at least the minimum legal limit of liability insurance as specified in the state where the vehicle is registered. Travelers should be aware that liability
  insurance coverage for automobile accidents follows the ownership of the vehicle.
  
• - Case Vehicle Use Policy:
  In addition to those policies stated above, all University drivers are subject to, and shall comply with the University's vehicle use policy. (Available from the Insurance Manager ext. 4394).

• - Breakfast will be allowed whenever the traveler is out of town the night before. Also, breakfast reimbursement is permitted if the incurred travel begins earlier than a normal breakfast and no meal is served on the transportation used.
• - Lunch will be reimbursed on all out of town assignments, provided that the trip begins before the lunch hour.
  
• - Dinner reimbursement will be made when the traveler is away from home for the evening meal or does not return home until after the normal dinner hour and no meal was provided by the transportation company en route.

IIX. Hotels

Travelers are expected to use reasonably priced lodging. The University travel agency offers corporate hotel discounts. Some conferences include specifically negotiated group rates. The University has also negotiated reduced rates with local hotels. Wherever practical, the traveler should use these reduced and/or preferred rates.

X. Telephone

Travelers will be reimbursed for telephone, fax and computer connection costs that are reasonable and necessary for conducting university business. A reasonable number of personal telephone calls, generally one per day, that allow travelers to stay in contact with their families is also reimbursable.

XI. Arranging for Visitor Hotel Accommodations

For visitor or University group hotel accommodations that will be charged to a Univ. Department, the sponsoring department may arrange for direct billing with the hotel or the group desk of the preferred travel agency. A purchase order can be issued if required by the hotel.


XII. Spouse/Family Accompaniment

As a general rule, Case does not reimburse for spousal accompaniment unless the spouse fulfills a necessary business function. Under no circumstances will expenses for spouse travel be reimbursed unless approval was obtained in advance by the the CFAO. Should the traveler's spouse accompany the traveler for personal
purposes, the traveler may submit only the net amount of his/her own expenses accompanied by supporting documentation, for reimbursement.

XIII. Combined Business/Personal Travel

Whenever a traveler, for his/her convenience, travels by an indirect route or interrupts University travel for personal travel, the additional expenses are the responsibility of the traveler.

XIV. Non Allowable Expenses

The University's policy is to reimburse its employees for all reasonable and necessary expenses incurred while transacting the affairs of the University. However, there are specific types of expenses, which are considered to be personal, and are therefore not reimbursable. This includes but is not limited to:

• - Cleaning, pressing, and laundry.
• - Personal entertainment or services including movies in a hotel room.
• - Airline and other trip insurance.
• - Barber, manicurist and shoe shine.
• - Repairs on personal automobiles damaged while on company business.
• - Traffic violations and court costs.
• - Membership fees in airline clubs.
• - Bank fees for delinquency, late payment of T&E, credit cards
• - Fees associated with controllable changes in schedule.

XV. Advances

In lieu of requesting travel advances, frequent travelers are requested to charge business related travel to a university T&E card or a personal credit card . If a traveler, does not have access to a personal credit card, a travel advance may be requested for an amount that is reasonable and will be maintained subject to timely reporting of all travel expenses. A travel advance will not be issued if any prior advance is outstanding.

A travel advance may be requested by completing the online Peoplesoft* payment request form which may be accessed from the Accounts Payable drop down menu. The following information will be needed on the form:

• - Date check needed not more than 30 days prior to the beginning date of the trip.
• - Return Check to: Location where the check is to be sent. (Cashier's office, hold for pickup at AP or mail to traveler's home address)
• - Vendor (traveler)If vendor is not found, please complete the Employee/Student study participant form .
• - Total Amount
• - Description of Request This should include:
  • Destination
  • Purpose of the trip.
  • Beginning and ending dates of the trip.
  
• - Approval signature* If not an authorized Peoplesoft user, please see your department administrator. Travel advances must be reconciled within 30 days after completion of travel. (See Expense Reporting ) Travelers that continue to have outstanding advances 60 days after completion of travel will be notified by email that a payroll deduction is being requested.

XVI. Expense Reporting***

Expense detail for each unique travel event should be retained at the department level. This should include allowable PCard expenditures with appropriate backup documentation, signed Travel Approval form for the preferred agency if applicable, and a Statement of Travel Expense.

To request a travel reimbursement and/or reconcile a travel advance , a copy of the Statement of Travel Expense along with itemized & original receipts need to be submitted to Travel Accounting, Cedar Avenue Service Center, and LOC 4910. A Peoplesoft* payment request form is required to process a reimbursement.
* If not an authorized Peoplesoft user, please see your department administrator.

Travelers should provide as much detailed information of expenses on this statement as possible. Itemized and original receipts must be included except when specifically exempted by this policy (i.e. cost of public transportation, meal expenses incurred under the allowance, bellman tips, parking meters etc.) Prompt submission along with necessary backup as defined below, will ensure timely reimbursement of travel expenditures.

Travel Advances must be reconciled within 30 days after completion of the travel. Any unused travel advance money must accompany the Statement of Travel Expense in the form of a check or money order payable to Case Western Reserve University.

Travel will not be reimbursed if the travel reimbursement is submitted more than 6 months past the end date of travel.

*** Please note that alcohol purchased as part of any business meal should be listed on the payment request with account code 599020.
XVII. Students

Students traveling on University business/activities shall adhere where applicable, to the travel policy.