General Statement | Definitions | Procedures | Transportation Expenses | Lodging | Meals | Business Meetings and Entertainment | Miscellaneous Expenses | Direct Billings | Expense Report | Supporting Documents | Charge Cards | Travel Advances

General Statement

The University will bear all reasonable and necessary business-related expenses which are incurred by authorized travelers. The University wishes its employees to travel in reasonable comfort, but expects employees to exercise prudent business judgment.

Additional information may be obtained from the Faculty Handbook or your Department's Guidelines.

These guidelines do not specifically apply to expenses covered under other guidelines, such as relocation, interviewees, purchases of services or equipment, or meetings and customer events.

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Definitions

Reasonable Expenses - Those expenditures made using prudent business judgment and due care of funds as the specific circumstances warrant.

Reimbursable Expenses- Properly approved and documented Reasonable Expenses incurred by employees for valid University travel, entertainment, or other miscellaneous expenses as specified within these guidelines.

Non-Reimbursable Expense - Any expense which is not properly approved, documented, or necessary to the University's business as defined in these guidelines, or as defined by your Dean or Director.

Corporate Charge Card - The University of Richmond's authorized VISA card. This card is a personal charge card issued for University related Travel and Entertainment expenses. Cards are issued through the Controller's Office.

Accounts Payable- The department within the Controller's Office responsible for processing Travel and Expense Reports for reimbursement and answering any questions relating to the reimbursement process.

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Procedures: General Guidelines

Covington Travel is the University's primary Travel Agency for all travel and hotel arrangements. We recommend Covington Travel except in situations such as last minute changes en route when the employee may deal directly with carriers.

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Transportation Expenses

Air Travel

Reservations should be made for economy class on the lowest cost carrier meeting appropriate time considerations.

Obtaining a refund for a lost ticket is the employee's responsibility which may be accomplished by filing a claim with the carrier.

Personal side trips or vacations taken in conjunction with business trips are not reimbursable.

Frequent flyer or promotional discount coupons issued by airlines and not received in cash may be used by employees. Employees must not bias the selection of the vendor to benefit themselves resulting in increased cost to the University.

Automobile Mileage - Personally Owned Auto

Mileage from the employee's home or the University to the airport or other business related location is reimbursable based on the standard mileage rate set by the University or funding authority, such as a governmental agency.

Automobile Rental

The University's preferred vendor should be used whenever possible for automobile rentals. Contact University Purchasing for information pertaining to preferred vendors.

Since coverage is provided under the University's insurance policy for University-related travel, employees should decline supplemental automobile rental insurance which includes:

• Collision damage waiver
• Personal Accident Insurance (PAI)
• Property Damage

All auto accidents must be reported immediately to the automobile rental agency and to the Director of Safety Services.

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Lodging

Hotel rates vary widely. It is expected that employees will exercise prudent business judgment concerning cost and comfort and seek advice and recommendation from University Purchasing.

Suites are considered extravagant. The following are examples of items not reimbursed: video rentals, pay per view movies and health club or spa fees.

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Meals

The reasonable cost of meals, including tips, is reimbursable to employees while away from the University.

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Business Meetings and Entertainment

All reported expenses for business meetings and entertainment must include the business purpose

If a meal is being reimbursed, a list of everyone who the meal covered, must be supplied with the reimbursement request..

Recognition lunches for employees may be reported as business meals.

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Miscellaneous Expenses

Items identified as follows are normally reimbursable and should be reported on the Travel and Expense Report (T&E Report):

• Parking and tolls, other than normal commuting costs (receipts should be obtained whenever possible)
• Tips and gratuities
• Business postage and baggage handling charges
• Business telephone calls and one personal telephone call per day of reasonable duration when on overnight University business. A University of Richmond telephone charge card should be used rather than operator-assisted service through the hotel or other public phone service. University telephone charge cards are available through Telecommunications, with your supervisor's approval.

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Direct Billings

Individual employee's travel, entertainment, or meal expenses should not be direct billed to the University. Only University Purchasing is authorized to pre-approve direct billings to the University.

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Expense Report Processing Procedures

A properly completed and approved T&E Report explaining the nature of and purpose for expenditures must be submitted to the Accounts Payable office in order to receive reimbursement for business travel and entertainment expenses.

The Travel and Entertainment Expense Reimbursement System, accessed through BannerWeb, https://bannerweb.richmond.edu/ should be used for travel and entertainment expenses for which the travel did not exceed 14 days.  For travel that is for more than 14 days, the traditional Travel & Entertainment Report  form should be used.

All expenses must be itemized and reported in the proper spaces provided. Enter daily room charges separately for each night of occupancy. Be aware that a hotel charge for local telephone access may be on your hotel bill. Long distance telephone charges made with a calling card will be charged to your office telephone.

Multiple Travel & Entertainment Reports may be submitted for a trip if necessary (to cover early booking of airfare, for example). Be sure you submit original receipts for all reimbursements.

All reimbursements for university employees will be direct deposited to the employee's bank account.  An employee's reimbursements will not be processed until the direct deposit information has been provided to the Accounts Payable Office.  The direct deposit authorization form is available at http://controller.richmond.edu/forms/DirectDeposit_FS.pdf.

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Supporting Documents

Submit all original receipts taped or glued to 8 1/2" x 11" paper, attached to the T&E Report. Please place the receipts in date order, following the format of the T&E Report.

Original receipts are required if reasonably available for all expenditures. Where receipts for expenses over $25 are not available or are lost, the Missing Receipt Form must be completed and supplied with the reimbursement request.

Airline and/or train ticket coupons should be attached to the Travel & Entertainment Report for the trip the employee is reporting. All unused tickets are the employee's responsibility to return to the travel agency for credit.

Itemized hotel bills and car rental agreements should be attached to the Travel & Entertainment Report.

The Travel & Entertainment Report must include explanations for meeting and entertainment expenses including date and location.

It is the employee's responsibility to ensure that all expenses equal the amounts reflected on the T&E Report by notation on the actual receipts attached or by separate schedule.

All Travel & Entertainment Reports must be signed by the employee's supervisor, Department Head, or Dean.

It is the responsibility of the supervisor authorized to approve Travel & Entertainment Reports to ensure that all reporting and documentation requirements are met, and that they adhere to these guidelines. This responsibility includes a careful review of all expenses and approval (by initialing) of all unusual charges and exceptions to these guidelines.

Expense reports which are not properly completed and approved may be returned to the employee.

Index and account code distribution must be noted on the Travel & Entertainment Report by the employee and checked for accuracy by the approving supervisor. If an Index other than the employee's home Index is being charged, the individual responsible for that Index must also approve the Travel & Entertainment Report prior to submission.

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Charge Cards

The Corporate Charge Card should be used for University travel and business entertainment expenses whenever possible. When you need cash, there are cash advance features available. Cash withdrawal features are available at most automated teller machines. Fees associated with the Corporate Charge Card cash advance features may be reported on the Travel & Entertainment Report as a reimbursable expense.

Individuals who elect to use their personal charge cards are expected to submit a Travel & Entertainment Report for reimbursement after the expense is incurred and not request a travel advance.

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Travel Advances

Group travelers or one-time travelers who need a Travel Advance should submit an approved Advance Request Form. Travel Advances should not exceed the traveler's estimated out-of-pocket expenses for the particular trip. The IRS has instituted a regulation (Temp Reg 1.62-2T) which states that all or part of any travel advance may be considered taxable income to the employee if not reconciled in a timely manner.

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