1. To accomplish its stated purposes, the university authorizes its personnel (including students and other individuals on authorized university travel status) to engage in travel and provides budgetary funds for reimbursement of certain related costs.

2. The authorizing department shall follow the guidelines in this policy when reimbursing travel costs incurred by consultants and independent contractors. However, a department has the option of reimbursing meals and incidental expenses at actual cost, with appropriate documentation.

3. Reimbursement requests from university personnel shall be honored if the traveler received proper prior authorization and if the expenditures incurred were in accordance with the guidelines in this policy. Colleges/departments have full discretion as to the appropriate level of travel reimbursements, up to the maximum amounts allowed by this policy. However, while an employee is on overnight travel status, reimbursement for meals can only be at the full per diem rate.

4. These regulations apply to all university related travel expenditures including operating budgets (ledgers 2, 3, and 4) and federal, private, and other grants unless the grantor specifically authorizes in writing that a different policy shall apply. The principal investigator of a research grant is responsible for complying with the travel regulations of the grantor.

5. Any exceptions to this policy must be approved in writing by the Provost or appropriate Vice President.

1. All travel involving overnight lodging must be approved in advance of the travel by the individual (e.g., provost, vice president, dean, director) responsible for the budgetary source of funds from which the expense is to be paid.

2. After approval, the Travel Authorization form can be forwarded to the Accounts Payable office if the department wishes to encumber the amount of the travel.

3. The approved Travel Expense Report section of the Travel Authorization and Travel Expense
   Report form certifies the propriety of all expenses listed as actually necessary to the performance of official university business. Upon completion of the travel, the white copy of the Travel Expense Report form, along with appropriate itemized receipts, should be forwarded to the Accounts Payable office for reimbursement within 60 days of completing the trip. This form is to reflect all expenses related to the travel, including prepaid expenses (with a reference to the form used to make the prepayment) that may have been made utilizing a procurement card or departmental purchase order. Receipts of all expenses documented on the travel expense report must be attached to the form. In addition, the business purpose of the trip must be documented within the expense report.  This can be performed by including a copy of the conference itinerary, conference program, or any other means that clearly describes the business nature of the trip. The travel expense report must be approved by the traveler’s supervisor. Reimbursement requests submitted 90 days after the travel has been taken must be approved by the Provost or appropriate Vice President and may, due to IRS regulations, become taxable income to the employee.
   
   
4. A Travel Expense Report must be submitted even if all expenses have been paid by the university through the use of a procurement card or other means and even if no personal reimbursement to the traveler is required. The report is needed to ensure compliance with University travel policies.

1. The headquarters of an employee is the office address of his/her primary work assignment.

2. The headquarters of an employee whose primary work assignment involves regularly scheduled and recurring travel shall be the place from which the employee can be dispatched most effectively in carrying out assigned duties.

All travel expenses shall be paid by the traveler and submitted for reimbursement on the Travel Expense Report form. However, payment and reimbursement for airline tickets and conference/ workshop fees may be made in advance of the travel. All conference/workshop registrations must include the conference/workshop program that details the business purpose and the various expenses included as part of the registration fee. This section of the program must also be submitted with the completed travel expense report.

1. The university has a procurement card program whereby individuals or departments may be issued a university Visa card for the purchase of goods and services for official university business expenses [refer to Wright Way Policies 5301.6 (Expenditure Guidelines) and 5401.7 (Purchasing from External Vendors)] and 5901 (Procurement Card Guidelines). Travel expenses, including airline tickets, conference fees, and hotel accommodations, may be charged to the procurement card. Currently, the limit for each travel procurement card transaction is $1,500, with a $5,000 monthly limit. Whenever possible, use of the procurement card for travel expenses is strongly encouraged. The procurement card is available to all university personnel upon departmental approval. Applications may be obtained in the Office of the Controller.

2. If a department wishes to have a prepaid ticket forwarded to another city for use of a guest of the university, this request can be arranged through All World Travel Service. The department can purchase these tickets using their university procurement card. In this instance, a Travel Authorization form is not required.

3. In order to receive reimbursement for airfare or conference/workshop fees that have been paid in advance by the traveler, the employee must submit an approved DPO or purchase requisition (for an amount greater than $1,000) to the Accounts Payable office, along with appropriate documentation. Alternatively, the traveler can attach appropriate documentation to an approved DPO or purchase requisition, send the approved form to the Accounts Payable office, and have the vendor paid directly.
   
   
4. When a traveler has prepaid expenses included on the travel expense report, the traveler must include with the expense report an itemized listing of those expenses that total to the amount of prepaids listed on the face of the report.  A template form to be utilized for this itemized listing can be found at http://www.wright.edu/admin/finanserv/controller.htm.

1. Automobile

1. Travel by privately owned automobile is authorized only if the owner of the vehicle is insured under a policy of liability insurance complying with Section 4509.51 of the Ohio Revised Code, which requires the following coverage: $12,500 for bodily injury or death of one person in any one accident; $25,000 for bodily injury or death of two or more persons in any one accident; and, $7,500 for property damage in any one accident. When an employee is traveling by privately owned automobile, the liability insurance of the owner of the vehicle and/or the driver of the vehicle provides primary coverage before any coverage purchased by the university.

2. There will be no reimbursement from the university for any deductibles paid by an individual for business usage of a privately owned automobile.

3. Reimbursement for travel by privately owned automobile is authorized not to exceed the rate based on prevailing Internal Revenue Service (IRS) regulations. Effective July 1, 2008, the IRS rate of reimbursement is 58.5 ¢ per mile. Effective for travel occurring on or after that date, university departments may reimburse up to that rate.

4. Mileage is payable to only one of two or more employees traveling on the same trip and in the same vehicle. The names of all persons traveling on the same trip and in the same vehicle, as well as the employing department of each person, must be listed on the Travel Expense Report.

5. For automobile trips over 700 miles, the lower of actual mileage or round trip coach air fare shall be the maximum amount reimbursed. Documentation must be included with the travel expense report to support the appropriate reimbursable amount. It is reasonable to include all necessary travel expenses when making the comparison of driving costs versus flying costs. These would include (for instance) airport parking, airport shuttle to/from the hotel, mileage to/from the local airport and parking at the hotel when driving. Flight pricing should be obtained at approximately the same time as the conference registration in order to obtainthe most appropriate flight costs and should be the lowest fare available. Alternatively, a traveler may submit a request for reimbursement for a maximum of 700 miles of personal mileage without performing the cost comparison described here.

6. When a department utilizes a university owned vehicle and is involved in an accident, the department is responsible for any applicable deductible.

7. When a traveler chooses to use a rental agency vehicle for local use, the traveler should contact WSU’s preferred agency for specific information. Rental rates were competitively bid and include drop off/pick up service @ WSU and necessary liability insurance charges. For all other rental agency vehicle use, the traveler should purchase liability insurance (100K/300K/50K).  The traveler should not elect to purchase collision insurance, which is provided by the University’s policy. Please refer to Wright Way Policy 2601.3 for more information about rental vehicles. While on overnight travel status, the use of rental vehicles should be considered only when estimated to be cheaper than any necessary taxi/shuttle fees. The most economical vehicle should also be selected. The traveler should always reserve and pay for a rental vehicle using a university procurement card.

   a.) Rental agency vehicles used within the United States for official university business

   The traveler should always reserve and pay for a rental vehicle using a university procurement card. When doing so, the deductible on Collision insurance is automatically covered by VISA. Otherwise, the department responsible for renting the vehicle will pay any applicable deductible.

   b.) Rental agency vehicles used outside the United States for official university business

   It is mandatory that the traveler purchases the mandatory/compulsory/statutory limits of liability insurance required by the foreign country in which the traveler is conducting official university business. It also is mandatory that the traveler purchase collision insurance. The university's foreign liability policy will provide excess liability limits, if necessary.
   
   c.) Summary of guidance requiring purchase of insurance when renting a vehicle:

   Guidelines for Purchasing Insurance When Renting a Vehicle

   Outside the United States

   Liability Insurance – Purchase the minimum amount of insurance required by the host country.  Additional coverage is provided by the University’s foreign liability insurance policy.

   Collision Insurance – Purchase.  The department is responsible for any deductible.

   Inside the United States

   Method of Payment
   		University Procurement Card		Other form of Payment
   Rental Agency	WSU Prefered Provider (Currently Enterprise)	Liability – Not Required.  Included in Contract with Preferred Provider.  Collision – Covered by University policy.  Visa pays deductible		Liability – Not Required.  Included in Contract with Preferred Provider. Collision – Covered by University policy. Department pays deductible
   	Other Provider	Liability – Must elect to purchase 100k/300k/50k coverage. Collision – Covered by University policy. Visa pays deductible		Liability – Must elect to purchase 100k/300k/50k coverage. Collision – Covered by University policy. Department pays deductible

   
   

2. Common Carrier
   1. Payment or reimbursement is authorized at the lowest available rate. Airline reservations should be made as early as possible to take advantage of any potential discounted rates. The least expensive mode of travel should always be chosen giving consideration to constraints on time, value of employee time, elimination of overnight lodging, and cost of meals. In those circumstances when flights are cancelled due to actions by the airlines or other unforeseen circumstances of the traveler, all credits received by the traveler should be tracked by the traveler and business unit in order to utilize the credit on a future travel.  It is expected that these credits may not always be able to be utilized, but it is still encouraged that non-refundable tickets (which result in the creation of credits as opposed to refunds) be purchased rather than purchasing the much more expensive refundable airline tickets simply to receive a refund should a cancellation occur.
      
      
   2. This expense must be listed on the Travel Expense Report and be accompanied by receipts.
      
      
3. Private Aircraft
   
   1. Use of personal aircraft (owned by an employee, friend, family member, etc) in the course of employment for Wright State University is prohibited.
      
      
   2. Use of personal aircraft on University business will be considered to be outside the course and scope of employment for liability purposes. This means that employees who incur a liability as a result of a violation of this prohibition to fly personal aircraft on WSU business will not receive defense and/or indemnification from WSU in any action taken against him/her.
      
      
4. Charter Aircraft
   
   1. In the event a private charter is necessary, approval to hire a charter must be obtained from a Vice President, the Provost, or the President. In addition to the approval, the Property and Casualty Department must be contacted at 775-3908 or 775-2803 prior to traveling.
      
      
   2. The aircraft shall be chartered with a crew, and the charter operator must provide a Certificate of Insurance proving specific aircraft liability insurance requirements as follows:
      • Include the university and its directors, officers, employees, and agents as additional insured's to a limit of at least $3,000,000 times the number of seats on the aircraft. For example, if the aircraft contains 8 passenger seats, this would be no less than $24,000,000 per occurrence, with no sub-limits for passenger bodily injury.
      • The operator's insurance should specifically state that it is primary with respect to the university's insurance.
      • Include a waiver of subrogation in favor of the university. The certificate should specifically state that charter use is permitted by the insurer. The charter operator must provide evidence that coverage includes war and allied perils insurance. Any sub-limits should be specifically outlined. The policy territory should be outlined on the certificate. The insurer should have no less than an AM Best's rating of A-.

   3. Expenses must be listed on the Travel Expense Report and be accompanied by receipts.
      
      
   4. Frequent Flyer Credits
      
      1. Frequent flyer credits earned by university employees for travel on university business cannot be used for personal travel. These credits must be applied towards future university travel.
         
         
   5. Other Transportation Expenses
      
      1. Reimbursement can be claimed for ferry, bridge, highway, and tunnel tolls. Receipts are not required.
         
         
      2. Reimbursements can be claimed for parking charges and taxi fares. A receipt is required for each item of expense greater than $5.
         
         
      3. Any other out-of-pocket expense, such as road service and towing charges, directly chargeable to the operation of a university-owned vehicle and incurred while traveling in such vehicle, can be reimbursed subject to approval by the director of the Department of Parking and Transportation.
         
         
      4. Expenses must be listed on the Travel Expense Report and be accompanied by receipts

The following allowable living expenses are university guidelines. The provost or appropriate vice president or dean can impose additional limits or restrictions.

1. Lodging
   
   Exceptions to these lodging guidelines will be made only when approved by the provost or by the appropriate vice president or dean.

   1. Employees are asked to avoid "luxury" type suites or hotels whenever possible (unless it is the site of a conference). The employee should ask for the best corporate or academic rate available.

   2. Travel agents are often able to arrange discount room rates for Wright State travelers, except where blocks of rooms are reserved for a conference or workshop.

   3. Lodging can be claimed only if the travel destination is 30 miles or more from the employee's home or from the employee's primary work location, whichever mileage is less.

      a.) An employee authorized to travel on official university business may claim reimbursement for lodging cost not to exceed the single room rate, including tax. The authorizing department has the final determination as to the amount of the reimbursement, subject to the above limitation.

      b.) Receipts for lodging must be submitted with the Travel Expense Report form.

      c.) Reimbursement for noncommercial lodging in a private dwelling is limited to $15 per calendar day. The employee must provide some form of receipt.

2. Meals

   1. Consistent with IRS regulations, employees may not be reimbursed for meal expenses unless traveling on overnight status. When traveling off campus on one-day trips, meal expenses are the responsibility of the traveler.

   2. Reimbursement is permitted when the employee is engaged in legitimate business activities with nonemployees of the university. Appropriate documentation (receipt with business purpose, persons in attendance, amount, date, etc.) is required.

   3. Allowable rates for meals when employees are on overnight travel status are based on prevailing IRS regulations. When overnight travel requires a portion of a day, employees can claim reimbursement for meals according to the following allowable rates. Receipts are not required.
      Effective January 1, 2008, the rates are as follows:

      a.) Breakfast $7; must be on authorized travel status prior to 8 am.

      b.) Lunch $10; must be on authorized travel status prior to noon.

      c.) Dinner $18; must be on authorized travel status prior to 5 pm and return after 7 pm.

      d.) The above allowable rates include tax and gratuities.

   4. However, when traveling to a "high cost area," as defined by the Internal Revenue Code, Section 274, the following rates can be claimed. Receipts are not required.

      a.) Breakfast $9; must be on authorized travel status prior to 8 am.

      b.) Lunch $11; must be on authorized travel status prior to noon.

      c.) Dinner $23; must be on authorized travel status prior to 5 pm and return after 7 pm.

      d.) The above allowable rates include tax and gratuities.

      e.) The "high cost areas" included in this policy are: Atlanta, GA; Atlantic City, NJ; Baltimore, MD; Boston, MA; Chicago, IL; Denver, CO; Dallas, TX; Detroit, MI; Houston, TX; Indianapolis, IN; Las Vegas, NV; Los Angeles, CA; Nashville, TN; New Orleans, LA; New York City, NY; Newark, NJ; Newport, RI; Orlando and Tampa FL; Philadelphia and Pittsburgh, PA; Phoenix, AZ; Providence, RI; Salt Lake City, UT; San Diego and San Francisco, CA; Seattle, WA; St. Louis, MO; Washington, DC; and, all destinations outside the continental United States.

   5. When meals are included in a conference or in air fare, no reimbursement for those meals will be permitted as part of the per diem rate.

   6. Expenses incurred for entertainment or alcoholic beverages are considered personal and are not reimbursable.

   7. Some conferences assess a separate charge for meals or banquets that are provided during the period of the conference.  When these meals are offered at the conference site with the expectations that all conference participants are to attend, these cost will be reimbursed in lieu of the standard per diem charge.  If the meal is offered at an off site location, the cost will be reimbursed only, if the traveler can demonstrate the business purpose or relationship to the conference consistent with 5601.6(c) (3) of this policy.

3. Miscellaneous Living Expenses
   1. Expenses incurred for laundry, dry cleaning, and pressing can be reimbursed if the employee is on continuous travel status in excess of one week without returning home.
      
      
   2. Expenses incurred for special purchases essential for the fulfillment of the travel or work assignment can be reimbursed upon approval by the head of the employee's department.
      
   3. Costs for conference excursions or other optional events are only allowable if they are for business or scholarly purposes.  These items must be pre-approved by the supervisor and chair/director, and a description of the excursion provided with a memorandum documenting the business purpose must be attached to the travel expense report.  It is expected that very few of these offerings meet these business criteria.  Almost all are principally for social and/or recreational purposes and should be the responsibility of the traveler. Personal phone calls are limited to one call per day while on authorized overnight travel status. Reimbursement of personal phone calls for excessive time/number of calls is at the discretion of the department. In addition, other types of phone charges relating to items such as faxing or modem usage while conducting university business can be reimbursed.
      
      Reimbursement of miscellaneous expenses as described in this section can be claimed in addition to the maximum allowed for lodging and meals while an employee is authorized to travel on official university business. Such expenses must be itemized separately on the Travel Expense Report form and be accompanied by receipts.
      
      
4. Tips
   
   Reasonable attempts should be made to obtain receipts that are provided.  Reimbursement for tips without receipts will require an itemized list of the tips provided, including the amount and purpose of each tip.  Tips for meals, however, are provided for in the per diem reimbursement discussed in 5601.6(b) of this policy.  Additional tips for meals are not subject to reimbursement.

If a nonemployee accompanies the employee on official university travel, the university will pay for the employee's expenses only. Any expenses incurred because of or by the nonemployee are the responsibility of the employee.

Any requests for exceptions to this policy should be submitted in writing to the provost or responsible vice president, describing the circumstances that justify an exception. Exceptions must always satisfy the requirement that the expense was actual, necessary, and reasonable under the circumstances.

1. Local travel is defined as that travel which does not require overnight lodging.

2. When traveling between Wright State University or home (point of departure) and another business location (point of destination), the miles reimbursed will be calculated as the total miles driven. The University no longer requires that normal commuting mileage be subtracted from the mileage claimed for reimbursement. Reimbursement cannot be made for commuting, regardless of the day of the week or the number of trips in a day.

3. An account of short trips (mileage and related expenses, except registration fees) should be recorded on the Monthly Local Travel Expense Log and accumulated and submitted for reimbursement for a period of time, not to exceed one month. All local travel must have the business purpose for each trip documented on the Monthly Local Travel Expense Log with all appropriate receipts attached. This provision applies to all mileage reimbursements, including overnight travel.  If there is local vicinity travel (travel incurred while at the destination) included in the request for reimbursement, this travel must also be documented as described in this provision.

4. Registration fees for local seminars and conferences should be processed on the university’s procurement card (ProCard), or a Departmental Purchase Order (DPO), or purchase requisition (for an amount greater than $1,000). However, a department should not use the procurement card to reimburse another department within the university (e.g., payment to the Kettering Center for professional development courses). An expense transfer form should be used in those instances.
   
   
5. The Monthly Local Travel Expense Log should be forwarded to the Accounts Payable office, along with an approved DPO, if the reimbursement is in excess of $100. When the reimbursement is $100 or less, the Log and an approved Petty Cash Voucher should be presented to the Office of the Bursar [refer to Policy 5301.12 (Expenditure Guidelines)]. However, for employees located at an off campus site, all Monthly Local Travel Expense Logs can be attached to a DPO and submitted to Accounts Payable for processing.
   
   Violations of these travel policies may result in revocation of travel privileges or further disciplinary actions.