505 - Travel and Expense Policy

Title:	Travel and Expense Policy
Owner:	Chief Financial Officer
Last Updated/Revised:	06/02/2025

Policy: Employees should exercise common sense and good business judgement when traveling or incurring business expenses. It is the responsibility of each individual approving a travel or personal expense to ensure the accuracy and appropriateness of the expense in accordance with the University policy. While traveling for business purposes, employees must remember that they are representing the University. All conduct policies apply while traveling for business, and the University expects employees to behave professionally and appropriately.

This policy is designed to comply with external requirements including those of the Internal Revenue Services (IRS), federal and state governments.

Employees must ensure that funds are only expended for legitimate business purposes and that those expenses are:

not excessive,
properly documented,
approved by the department's budget manager, and
submitted within 30 days of the expenses being incurred or travel dates

Travel Arrangements

Travelers should make all travel reservations as early as possible to take advantage of "Advance Purchase" discounts.

Airfare

Traveling by air is limited to the lowest price economy class for all domestics travel. Employees are required to select the lowest logical economy airfare. Business class travel will be permitted only for international flights if a single flight leg exceeds 10 (ten) hours and CFO approval has been obtained. Exceptions must be approved in writing by the CFO. Upgrades are allowed at the traveler's personal expense.

Baggage Fees

Employees will be reimbursed for baggage fees as follows:

One personal bag for trips less than 3 days
Two personal bags for trips of 4 days or more

Airline Cancellation

Refunds on flight cancellation would depend on the ticket type:

Flexible tickets are not eligible for reimbursement because the employee is able to keep the value of the ticket. The university will not reimburse these costs unless exceptional circumstances apply.
Standard or non-refundable tickets may be refunded based on:
- No-Show Policy: Employees who fail to cancel a flight before departure (no-show) are not eligible for refunds or credits, and the university will not reimburse these cots unless exceptional circumstances apply.
- Emergency Cancellation: If a flight is cancelled due to illness, personal emergencies, or unforeseen business needs, the university may reimburse related cancellation fees at its discretion, provided proper documentation is submitted.

Car Rental

The University will reimburse a mid-size automobile rental car. Travelers may book a class of service one level above the authorized mid-size level when:

three or more university employees are traveling together,
cars in the authorized category are not available, or
the traveler has pre-approval from Human Resources due to medical reasons.

The University does not reimburse for refueling charges by the rental car company, additional insurances, etc. Only the base rate and applicable taxes will be reimbursed, plus any gas station receipts for refueling.

Lodging

Employees will be reimbursed for reasonable lodging expenses incurred while on university business when it is necessary to be away from home overnight. Employees should use a moderately priced hotel in the city of destination (i.e., Courtyard Marriott, Hampton Inn, Garden Inn by Hilton, Best Western Plus, etc.). If the individual is attending a convention or conference, use of the convention or conference hotel is appropriate. Department budget owners can approve exceptions when there is a valid business reason for staying at a more expensive property.

Lodging Reimbursable Expenses

Reimbursement must be documented by an original itemized hotel bill and is limited to room and tax, internet access, gym access. Gym fees are reimbursed up to $15 per day. The employee should review the hotel statement at the time of checkout to ensure that the correct room rate was charged and that only valid charges are included.

Lodging Cancellation

It is the responsibility of the employee to ensure any needed cancellation is made in accordance with the hotel's cancellation policy. Employees failing to cancel a reservation are held personally responsible for the charge. The employee should obtain a cancellation number or the name of the person taking the cancellation in case the employee's expense card is charged.

Spouse/Companion Travel

A family member or other individual may accompany an employee on business travel provided there is no additional costs to the university. The university will not reimburse travel and entertainment expenses incurred by a spouse or other individual accompanying the employee on business unless:

there is a bona fide business purpose for taking the spouse or other individual, or
the expense incurred would otherwise be reimbursable.

If an expense is split with others, employees must add an explanation. For example, if a meal cost is cut in half because of two people attended but only the employee portion is being reimbursed, that should be noted in detail on the reimbursement form.

Personal/Leisure Travel

Leisure travel may be combined with business travel provided there is no additional cost to the organization and with prior written approval from the President or CFO.

Meals

Under this policy, "travel meals" are distinguished from "business meals." Definitions and reimbursement treatment for each type of meals follow.

Travel Meals

A 'travel meal" is defined as a meal that:

takes place while the employee is traveling on business 30 or more miles from authorized USU locations.
takes place when the employee is required to stay overnight due to business travel.

Travelers will be reimbursed for actual meal expenses, subject to a maximum of the current federal travel allowance - check per diem amounts in each region here: https://www.gsa.gov/travel/plan-book/per-diem-rates. No meal allowance will be granted in instances in which meals are covered by conference or registration fees, or any other instance in which the employee dose not pay for the meal. The employee must attach copies of all itemized meal receipts to the electronic business expense report. The cost of alcohol beverages will not be reimbursed.

Business Meals

A "business meal" is defined as a meal meeting that includes two or more persons where USU business takes place. Business meals are taken with customers, prospects or employees during which a specific business discussion takes place.

Business meals between employees should be held to a minimum and take place only if there is no other meeting time available. USU reimburses for business meals only if there is an ordinary and necessary reason for the meeting. The business purpose for the meeting must be appropriately documented on the business expense report. Employees will also be required to list the name, title, and company of each attendee.

Business meals are subject to the following stipulations:

the senior USU employee present should pay the bill.
the itemized receipt is required for reimbursement.
the host of a business meal should choose a reasonable priced restaurant given the context of the meeting (constituents, subject matter, etc.).
frivolous, lavish, and extravagant expenditures for entertainment and meals will not be reimbursed. Judgement should be exercised when selecting an entertainment facility, restaurant, and menu. Excessive expenditures are subject to question by the cost center manager and may result in the denial of reimbursement, either partially or in its entirety. Justification of questioned expenses rest with the employee.
the cost of alcoholic beverages will not be reimbursed.

Incidental Travel Costs

Actual and reasonable tips paid for bellmen, cabs, skycaps, waiters, waitresses, etc., will be reimbursed. Other incidental travel costs are subject to a maximum of the current federal incidental travel allowance (https://www.gsa.gov/travel/plan-book/per-diem-rates).

Personal Automobile Expenses

Employees will be reimbursed for the use of their personal vehicles while conducting USU business at a rate per mile as periodically established by the IRS and communicated by the Accounting department.

Miles travelled for the USU business purpose should not include personal commuting miles between an employee's home and their office location. If an employee is driving from home to a client and that distance is shorter than their normal commute from home to the office then none of those miles are reimbursable unless they are during the weekend.

The University reimburses employees for the cost of airport parking for the deration of the employee's business trip. If it is more economical for the university, the employee may choose reimbursement of mileage to a friend or family member for two round trips (drop-off and pick-up) to the airport to avoid paying the cost of airport parking. When practical, employees are encouraged to use the least expensive airport-parking alternative.

All reimbursements for mileage should have supporting documentation such as a copy of MapQuest or Google Map directions.

Lost or Stolen Property

Reimbursement for personal property owned by an employee lost or stolen while on business travel is frequently available under a homeowner's or renter's insurance policy. If such a loss occurs for a university employee, after such reimbursement has been pursued and is documented to be unavailable, such losses will be considered for reimbursement by executive management based on the circumstances surrounding the loss. The initiate this process, the employee should contact Human Resources.

Non-Reimbursable Expenses

The University does not reimburse personal expenses, even if incurred while traveling on university business. Non-reimbursable expenses include, but are not limited to:

Mileage for in-town errands
Events for employees. (i.e., birthday parties, baby or bridal showers, Boss' Day, Secretary's Day, farewell or retirement receptions, office luncheons or picnics, etc.). When applicable, these authorized events are coordinated through the Office of the President or Human Resources. Please note: Any other department/division Employ Appreciation/Hospitality events are reimbursable only if these events have been given prior approval and listed as an approved event in the budget of department budget owner.
Traffic or parking tickets
Rental vehicle insurance or travel insurance
Purchase of luggage
Purchase of clothing
Shoe shines
Laundry or dry cleaning (unless out of town travel for five or more days)
Valet service for clothing
Expenses for an employee's spouse, children, other relatives, or quests
Child care
In-room movies
Other personal entertainment
Beauty care
Health spas
Medications
Personal effects and toiletries
Cell Phone
Travel Advancement
The University does not provide employees with travel advances.

Receipt Requirement

All required receipts must accompany the business expense form along with the additional information described below in the section entitled Required Documentation. Receipts are required for expenses greater than or equal to $25. The absence of required documentation will result in (1) a delay in the processing of the expense report, or (2) not having that item reimbursed. Receipts may be submitted via scanned image or photo.

Procedure:

Approval for travel is obtained by the department's budget manager.
Travel arrangements are made per policy.
Upon completion of travel - employee must complete an expense report. The most current version of this report can be found on the university's HR Intranet page. The report must be fully completed with required documentation attached. Required fields that are left blank will result in delays. (examples of required information: description of business purpose of travel or reimbursement, dates of travel, destination, date of each separate expenditure, and appropriate categorization (i.e., hotel, airfare, meals) must be completed). In addition, if an expense is split with others, employees must add an explanation. For example, if a meal cost is cut in half because of two people attended but only the employee portion is being reimbursed, that should be noted in detail on the reimbursement form or on the receipt or supporting documentation.

Supporting documentation should be pasted to the 2nd tab of the expense reimbursement form labeled 'Support - Receipts - etc.:
1. A receipt or confirmation of payment for: (a) each expenditure of $25.00 or more
  1. A boarding pass or itinerary for an airplane, bus or train does not qualify as a receipt for payment. The e-mail confirmation of such travel can be used as the receipt provided it shows the total cost and method of payment.
  2. A credit card statement will be allowed as proof for some, but not all, missing receipts. Other charges appearing on the statement should be marked out along with the 16-digit credit card number. The statement should then be submitted along with the expense reimbursement form.
  3. If receipts or account statement is lost, employee must submit an explanation of the expense, date of expense, and amount to employee's manager for approval.
2. For business meals and/or entertainment with other persons:
  1. the name of the restaurant or facility, address, and type of facility (if not apparent from the receipt); and,
  2. identification of the person(s) in attendance, including name and nature of the business relationship to the university. If more than five people attended, give a general description of the group and the number attending, i.e., 15 trustees, along with all other information listed above.
The expense report is electronically approved by the department's budget owner who then sends the report to AP@usuniversity.edu.
Accounts Payable (AP) reviews the report.
1. If approved, the report is processed for payment.
2. Unapproved reports are returned to the employee and approver.
Reimbursement is issued for approved reports.
1. Employees are encouraged to set up direct ACH reimbursement through AP. (AP will send a banking form for completion and signature in order to process via ACH) All users who have not set up ACH reimbursement will be paid via check.

Purpose: This policy provides guidelines and procedures for employees incurring business travel and entertainment expenses as well as other business related expenses on behalf of the University. This policy will promote delivery of a consistently high level of services, in a cost-effective manner, when reimbursing employees for business expenses incurred.

Scope: This policy applies to all employees who incur travel and/or entertainment expenses.

Documents and Forms:

Expense Reimbursement Form (available on the HR Intranet site)