Travel Policy

The Travel Policy has been developed to establish and communicate equitable standards and effective procedures to facilitate travel while on University business and concurrently control our expenditures.  The policy applies to all individuals whose travel expenses are paid by the University.

Travel Preapproval

All travel expenses estimated to equal $750 or above must have pre-approval from the VP/CFO. This pre-approval request must be entered into the TravelBank platform with all supporting documentation. A step by step guide is included as Appendix D.

Reservations

The University has retained TravelBank to support our travel arrangements for airlines, hotels and car rental firms. Utilization of TravelBank is important, since our negotiated pricing is generally more favorable and is dependent, in part, based on the volume of travel services we utilize.

• The only circumstances when TravelBank should not be used for travel needs, is when they cannot provide the service or pricing required for budgetary needs.
• If TravelBank fails to deliver appropriate service, the pricing you receive is not competitive or you encounter other difficulties, please contact and share your concerns with the Director of Procurement at Procurement@cbu.edu or ext. 3248.

University Credit Card

The University Credit Card may make travel easier for travelers to pay for business travel expenses by eliminating the need for travel reimbursements and eliminating most out-of-pocket expenses. In accordance with the University Purchasing Card policy employees are required to provide receipts for all charges incurred by use of the card. Detailed receipts, including itemized charges, are to be submitted to support the summary charge which typically appears on a credit card receipt.

1. The University will provide authorized employees with a University Credit Card for business travel expenditures.
2. A University Credit Card may be issued after the employee completes an Acceptance Statement according to the stipulations outlined in the Purchasing card policy.
3. Employees using the University Credit Cards should make a good faith effort to advise the vendor that purchases are tax exempt. The Tennessee State tax free number is located on the front of the card. Some vendors require the applicable state-issued sales tax exemption form. To obtain the appropriate form, contact the Director of Procurement at (901) 321-3248.
4. If inappropriate or unallowable expenses as defined by this policy are charged to the University Credit Card, the traveler will be required to reimburse the University for these charges prior to the reconciliation being processed and upon repeated violations may have his or her credit card privilege revoked.

Expense Reimbursement

1. Under actual expense reimbursement, detailed receipts are required for all transactions except for tips and other incidentals that are typically not receipted. This includes lodging, transportation expense, and meal charges, in accordance with Internal Revenue Service guidelines. Meal charges for persons other than travelers on University business are reimbursable only when names, positions, University affiliation, and business purpose are indicated. Requests without this information will not be reimbursed.
2. Tips should not exceed 20% of the pre-tax bill. Detailed receipts, including itemized charges, are to be submitted in addition to the summary charge which typically appears on a credit card receipt.
3. In the event the traveler cannot obtain a receipt, a detailed explanation of why a receipt is not available must be provided, including the date, place, amount, and explicit business purpose of each expense. This explanation must be signed and approved by the traveler’s expense approver before charges will be reimbursed. Any travelers expecting to travel to areas where receipts may be difficult to obtain are encouraged to discuss the matter with their expense approver prior to booking travel.

Transportation

i. Air Travel
The Procurement Department has preferred vendors with negotiated rates, and travelers are encouraged to use these vendors through the TravelBank platform. Anyone needing access to the TravelBank platform, please contact the Director of Procurement. It is strongly encouraged that tickets be purchased at least 21 days in advance to reduce costs.

• University travelers are expected to purchase the lowest fare ticket available that meets their travel needs,
  • When booking travel on a personal credit card, travelers may take advantage of frequent traveler programs.
  • Ground transportation to and from the airport is reimbursable. This includes personal vehicles, public transportation, and taxi transportation. Travelers are encouraged to use the lowest cost option.
  • The first piece of checked baggage will be reimbursable. However, additional bags or special baggage fees will not be reimbursed unless these bags only contain items required for University business (e.g., field equipment, athletics equipment, conference equipment or documents, or personal effects for extended field travel).

ii. Personal Vehicle Use
Personal vehicles may be used when traveling for University business, and their use is encouraged to save time or reduce costs when there are multiple travelers to the same destination. Normal commuting costs of traveling to and from work will not be reimbursed.

• The University does not cover comprehensive or collision insurance for a traveler who drives his/her personal vehicle on University business. The traveler is responsible for primary liability insurance. The University does carry non-owned liability coverage to protect the University and traveler(s) (excess basis) in the event of a suit resulting from an accident in which a traveler was driving on University business.
  • Business trips will be reimbursed up to the current IRS authorized mileage rate for miles incurred rounded down to the nearest penny; travelers must take a direct route to their final destination.
    a. Mileage-based reimbursement covers all costs related to the operation of the vehicle, including service, maintenance, insurance, depreciation, and fuel. These expenses cannot be reimbursed separately. Mileage reimbursement may only be submitted by the vehicle owner or driver.
    b. Parking fees and highway tolls will be reimbursed. Tickets, fines, and/or lock-out fees will not be reimbursed.
    c. Trips in personal vehicles of over 500 miles roundtrip, travelers are required to consider car rental or air alternatives before using their personal vehicles for long distance travel.

iii. Commercial Vehicle Rental
Travelers are encouraged to share cars when traveling in groups. Vehicle rental agencies may have minimum age requirements. The Procurement Department has negotiated rates with Enterprise/National car rental and travelers are encouraged to use this vendor. Currently;

1. Individual travelers may rent mid-sized vehicles or smaller if traveling individually or full-sized vehicles if there are at least three travelers traveling together.
   • Upgrades may be granted for work based on specific conditions (e.g., inclement weather, need to transport University property).
2. Only Global Position System (GPS) upgrades are reimbursable; other upgrades (e.g. satellite radio) will not be reimbursed.
3. Travelers are required to decline pre-fill options and make every effort to refuel at a gas station prior to returning the vehicle at the end of the rental period. Fuel charges will be reimbursed.
4. Travelers are encouraged to decline “collision damage waivers,” also referred to as “loss damage waivers,”.
   • Travelers using the University Credit Card (and, typically, personal credit cards) are covered under the card carrier’s business automobile policy in the U.S. The University Credit Card holder must pay for the car rental and must be the primary driver of the vehicle in order to guarantee coverage.
   • Travelers using other forms of payment are typically covered under the University’s business automobile insurance policy.
5. e. Travelers may accept “Personal Effects and Personal Accident” coverage to insure against loss of personal items due to theft at their own discretion. However, this expense is not reimbursable.
6. f. Parking fees and highway tolls are reimbursable expenses. Tickets, fines and/or lock-out fees will not be reimbursed.

iv. Destination Transportation
Travelers moving from locations within a destination, such as between hotels and conferences or appointments, may use public transportation, personal vehicles, airport shuttles, taxis, and/or car services as appropriate. These expenses are reimbursable.

v. Lodging
General Travelers should choose convenient, safe, and reasonably priced accommodations. The University has preferred lodging vendors with negotiated rates, and travelers are encouraged to use these vendors through the TravelBank platform.

1. No lodging expense is authorized for trips under 50 miles from a traveler’s residence unless a special exception due to compelling need or business reason is granted by the approver before booking.
2. Lodging should be reserved at the best available rate that allows for the convenience and safety of the traveler.
   • Upgrades are permitted if travelers are expected to entertain non-University business contacts in the room as part of their official travel responsibilities, such as for employment interviews or donor conferences. This must be approved by the traveler’s budget/expense approver in advance of booking to be reimbursed.
3. When booking accommodations on a personal credit card, travelers may take advantage of frequent guest programs. However, only the out-of-pocket cost will be eligible for reimbursement when booking is done using a hotel or credit card rewards program.
4. Lodging gratuities (i.e. tips for maids, porters, valets, and concierge) may not exceed $5 per day.

vi. Business Meals
General Travelers will be reimbursed for reasonable meal expenses incurred while traveling away from home or entertaining on University business. When traveling, meals may be reimbursed for actual costs not to exceed $55 daily.

• Tips on meals will not be reimbursed above 20% of the pre-tax bill.
• Alchohol purchases are not allowed without the approval of the traveler’s Supervisor.