Travel and Reimbursement The University of Wyoming HOME

Travel and Reimbursement The University of Wyoming HOME

About this Website This webpage is designed to summarize information available from other university websites and from personal customer service contacts The information in this summary is subject to change at the sole discretion of the University of Wyoming. The University may unilaterally change information or timelines mentioned in this summary at any time and without prior notice or consideration. In addition, information may be paraphrased – Please check the actual regulation(s) for precise wording. For further information, please contact the Accounting Office at 307 -766 -3310 HOME

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Travel and Reimbursement - HOME PAGE Travel/Reimbursement Changes Transition issues – 2008 About this webpage Credit Cards Travel Advances Information Links Travel Expenses Transportation Expenses Contact Information Moving Expenses Direct billing / Non UW personnel Non-reimbursable Expenses Frequently Asked Questions Under Construction

OUTLINE of Major Changes in UW Travel Policy q The old Uni. Reg 177 is split into a truncated UW Regulation (3 -177) and the Official UW Travel Policy authorized by that regulation q In line with Wyoming law [WS 6 -5 -303(b)], the policy reminds us that submitting a false claims is a felony q revised rules relating to payment of spousal or personal guest expenses q Travel expense vouchers must be turned in to Accounts Payable within 60 days of completed travel HOME

Major Changes in UW Travel Policy – (continued) q Removal of American Express information q Room and tax lodging charges are allowed on individual procurement cards q In lieu of cash advances for team travel, individual procurement cards may be used for lodging charges, commercial transportation and meal expenses q M&IE (Meals and Incidental Expenses), which are specific to location, replace meal per diem HOME

Major Changes in UW Travel Policy – (continued) q Instead of per diem for lodging - actual lodging expenses will be reimbursed q Instead of the per diem “quarter system” – M&IE will reimburse 75% of the first and last travel day q Receipts will now be required only for reimbursable expenses in excess of $15. 00 q The use of privately owned, rented, traded-out, or loaned single-engine aircraft will not be allowed HOME

Major Changes in UW Travel Policy – (continued) q Vendor billing of travel expenses is clarified q The limit of one-twelfth of the employee’s annual salary for reimbursement of moving expenses for newly hired employees is removed Click here to view the new UW Regulation 3 -177 Or, go to the Office of the General Council website and select Current Regulations and Presidential Trustee Bylaws; Business Practices; 3 -177 Official University Travel and Reimbursement Click here for instructions to access New Travel Information and Forms HOME

Transition Issues (2008 only) q The new provisions of the UW Travel and Reimbursement policy will become effective for all UW travel as of November 1 st, 2008 q Travel which includes November 1 st, 2008 as a day of travel will follow the new policy HOME

Authorization of Official Travel (from the new Policy) q “Whenever it appears that travel funds are insufficient to support all requests for official travel, the appropriate university official may establish priorities…” q “(for) ‘interrupted’ or ‘constructed’ travel, the business versus personal portion of travel must be documented in detail and approved prior to travel” q “… reimbursement for spouse / domestic partner or personal guest expenses incurred for the benefit of the University require prior approval” HOME

From the New Travel Policy q “The Travel Policy applies to all travelers, whether they are employees, students or other individuals performing official University travel” q “Travelers are entitled to reimbursement for reasonable costs that are incurred incidental to performing official travel” q “The Vice President for Administration shall establish and maintain the Travel Policy” HOME

Credit Cards – Individual Procurement Cards Section 4 q Two forms of procurement cards are available q INDIVIDUAL Procurement Cards: Ø Are issued in the name of the UW employee Ø May be used to pay for commercial transportation, conference/workshop registration and authorized lodging expenses continued HOME

Credit Cards – Individual Procurement Cards – (continued) Section 4 Ø Lodging expenses are limited to room and tax only (other expenses may not be placed on the card) Ø In lieu of travel advances for student team travel, individual procurement cards may be used for certain travel expenses including lodging, commercial transportation and meal expenses NOTE – Guidelines for such student team travel must be obtained prior to travel from Procurement Services … under the Procurement Services channel in WYOWEB HOME

Credit Cards – Departmental Travel Cards q Departmental travel Cards: Ø Are issued in the name of the department Ø May only be used to purchase commercial transportation and to pay for lodging for official University travel Ø Are limited to lodging expenses for room and tax expenses only Rules for UW credit cards may be found in section four of the new Travel Policy HOME

Section 5 Travel Advances Travel advances may be provided for anticipated expenses for employees who make less than $15, 000 annually (or, in unusual or extraordinary circumstances, when authorized in writing by the Associate Vice President for Fiscal Administration) Travel advances: v Will be issued to those eligible by Accounts Payable two business days prior to actual travel v Will be available only when requested through the website (Travel Advance Request Form) Travel advanced to students must be guaranteed by the appropriate University officer Requests must be received by the Accounts Payable Office no later than seven business days prior to the trip HOME

Travel Advances – (continued) Employees and students who have received travel advances are required to submit a travel advance voucher – with substantiating documentation – within 10 business days after returning from the travel If the advance exceeds the travel expense advanced, the traveler’s personal check for the difference will accompany the voucher (if the travel expenses exceed the amount advanced, a check will be sent to the traveler within 10 business days) HOME

Travel Advances – (continued) Employees or students failing to submit a travel expense voucher within 10 days may be subject to loss of travel advance privileges … Failure to submit the travel expense voucher within 60 calendar days will cause the advance to be offset against an employee’s next salary payment (or a financial hold will be placed on a student’s account) HOME

Section 6 Travel Expenses One-day round trips and expenses within the traveler’s official domicile q Travel for less than one day may be authorized for allowable itemized expenses q IRS regulations for trips that are not away from home or place of residence (i. e. in town) may be non-deductable and should be treated as taxable income q When a traveler is authorized to represent the university at an in-town breakfast, luncheon or dinner, they may receive reimbursement of an actual itemized meal and gratuity expense … if the meal does not qualify under IRS regulations, it must be reported as taxable income on the employee’s W-2 HOME

Section 7 Travel Expenses Travel that extends beyond a 24 hour period q Travelers must have prior authorization q The travel request form may be found on the Accounts Payable channel (WYOWEB) q The travel must be more than one day and more than 45 miles from the official domicile q Reimbursement will be made for: ü Actual lodging expenses and / or M&IE ü Actual expenses or or ü A combination of M&IE and actual meal expenses. HOME

Section 7 Travel Expenses – (continued) Travel that extends beyond a 24 hour period q LODGING § Will be reimbursed on a actual expense basis only § Receipts for lodging (the original itemized folio receipt printed and issued by the commercial facility) will be attached to the voucher § The following must be identified: o The vendor’s name and business address o The room rate o The number and names of occupants o Itemization of all charges to any occupant with the date and amount charged HOME

Section 7 Travel Expenses – (continued) Travel that extends beyond a 24 hour period q LODGING (continued) § No lodging reimbursement will be allowed for expenses incurred while utilizing non-commercial facilities (such as friends or relatives) or when no actual lodging cost is incurred (for example, a hostel or when lodging is provided at no charge) HOME

Section 7 Travel Expenses – (continued) Travel that extends beyond a 24 hour period q MEALS § Are reimbursed on an actual expense basis and/or by the M&IE rates in effect at the time of travel according to the following agencies: v Continental US (CONUS) – US General Services Administration (GSA) www. gsa. gov/perdiem www. gsa. gov/mie v Foreign rate – go to the foreign per diem rate path from the GSA webpage v Alaska, Hawaii, US possessions - see the path the GSA webpage (OCONUS) HOME from

Example: General GSA Rate - FY 09 Sample of general M&IE rates for FY 2009 The M&IE rates differ by travel location. M&IE rates for your primary destination may differ from these standard rates. M&IE Total $39 $44 $49 $54 $59 $64 Breakfast 7 8 9 10 11 12 Lunch 11 12 13 15 16 18 Dinner 18 21 24 26 29 31 Incidentals 3 3 3 Link to this GSA Page HOME

Example: Wyoming Primary Destination FY 09 M & IE Rate County Max Per Diem Rate First & Last Day (75% of M&IE) Campbell 44 44 44 49 119 154 135 134 33. 0 36. 75 Campbell 49 153 36. 75 Gillette (September 1 - September 30) Campbell 49 134 36. 75 Jackson / Pinedale (October 1 - November 30) Teton and Sublette 54 158 40. 5 Teton and Sublette 54 167 40. 5 Teton and Sublette 54 218 40. 5 Teton and Sublette 54 158 40. 5 Sheridan 49 119 36. 75 Sheridan 49 139 36. 75 Sheridan 49 119 36. 75 Cody (October 1 - April 30) Park Cody (May 1 - September 30) Park Evanston / Rock Springs Sweetwater / Uinta Gillette (October 1 - June 30) Gillette (July 1 - August 31) Jackson / Pinedale (December 1 - June 30) Jackson / Pinedale (July 1 - August 31) Jackson / Pinedale (September 1 - September 30) Sheridan (October 1 - May 31) Sheridan (June 1 - August 31) Sheridan (September 1 - September 30) For cities or counties not listed, the location is the standard CONUS (continental US) rate of $39. 00 for meals and incidental expenses (M&IE) HOME Link to the GSA Page Then choose WY on the map

Section 7 Travel Expenses – (continued) Travel that extends beyond a 24 hour period q MEALS – (continued) § M&IE will be computed so as to pay: ü 75% of the traveler’s destination rate on the day of departure ü 100% of all interim official business days ü 75% of the traveler’s previous day’s rate on the day of the return § Any reimbursable expenses claimed in excess of fifteen dollars ($15) shall be supported by an attached original vendor receipt or a sworn statement attesting to the expense HOME

Section 7 Travel Expenses – (continued) Travel that extends beyond a 24 hour period q MEALS – (continued) § When being reimbursed on an actual expense basis: Ø Attach receipts for meals in excess of $15. 00 (original, itemized, issued by the meal establishment including vendor name, address, and date) Ø A documented gratuity of up to 20% is reimbursable Ø For meal reimbursement of other University travelers, include a complete list of their names in the voucher Ø When claiming M&IE and an actual meal expense for the same day – the actual expense must be used in place of the CONUS, GSA or OCONUS amount specified for that meal HOME

Travel Expenses – OTHER EXPENSES Section 7 Actual expenses for approved travel - in addition to meals and lodging Ø Receipts are required for expenses in excess of $15. 00 Commercial transportation costs Copy, fax and similar charges (official business only) Fuel for commercial transportation or university-owned vehicles Laundry charges for trips of 8 days or more Mileage for approved private vehicle usage Parking fees Road toll charges Room service charges for meals taken in room More Registration / Conference fees More Certain spouse or personal guest expenses More Certain Gratuities More Telephone calls (official business only) Trip cancellation insurance When considered necessary and appropriate, travel may be authorized subject to reimbursement of expenses less than the M&IE § If made known to the traveler at the time travel is authorized § If a disclaimer is signed by the traveler HOME

Section 8 Travel Expenses – (continued) Reimbursement of Expenses for Business Meals q When employees are required or authorized to host individuals for legitimate business related to the UW mission, reimbursement may be made for the actual expenses with itemized meal and gratuity expenses q Remember that IRS qualifying business meals will not be taxable if a full accounting is provided v A statement on the travel expense voucher should indicate the: § § Date Location (city and establishment) The business purpose (or benefit gained or expected to the University) The nature of the business discussion and information about the identities of the person(s) for whom the expense is being claimed, that is sufficient to establish the business relationship HOME

Section 9 Travel Expenses – (continued) Registration Fees q Reimbursement of registration fees for authorized events benefiting the UW mission must be supported by: § A copy of the registration form § A copy of the conference agenda (or program itinerary) showing any meals, lodging or banquet fees that were included The supporting (attached) documentation must show the respective expenses for each item included in the registration fee NOTE – separate claims for meals in lieu of those provided, whether paid or complimentary, will not be allowed Fees specifically for personal entertainment activities or sightseeing are not reimbursable HOME

Section 10 Transportation Expenses Mode of travel q Mode of travel is approved at the time travel is authorized – and shall best serve the University in terms of advantage and economy q For automobile travel: § The driver will possess a valid driver’s license § Compliance with all relevant UW policies including Defensive Driving training is required § The driver will bear any fine or penalty based on their driving q When approved in advance by the UW President (or his designee) travel by privately owned, rented, trade-out or loaned aircraft may be authorized § Approval will not be granted for a single-engine aircraft § Any granted approval is subject to very specific requirements – Listed under the UW Travel and Reimbursement Policy, section 10 -b HOME

Section 11 Transportation Expenses Transportation Expense reimbursement q Transportation expenses paid on a personal credit card will be reimbursed to the traveler through the normal process after travel is concluded q If commercial transportation is used, the actual expense is reimbursable not to exceed an economy fare charged to the general public (the amount exceeding economy fair will be paid personally by the traveler – unless prior written approval is obtained from the UW President, or designee) q An original fare receipt must accompany the travel expense voucher q If private air transportation is used, the air mileage computation used is limited to the combined total of the commercial economy air fare HOME

Section 11 Transportation Expenses Transportation Expense reimbursement – (continued) q When privately owned vehicles are used within Wyoming and the surrounding states, reimbursement for each mile necessarily traveled while on UW business will be based on the currently published mileage allowance at the Accounts Payable Office channel in WYOWEB HOME

Section 11 Transportation Expenses Transportation Expense reimbursement – (continued) q If a traveler elects to use a private vehicle outside Wyoming in lieu of commercial transportation, out of personal preference: § reimbursement is limited to the least costly economy airfare plus applicable ground transportation expenses to the authorized destination § Lodging, meals or the M&IE expenses (and miscellaneous expenses) will be allowed only for the time that would have been required using the most common transportation mode § Any additional workdays incurred by the use of the private vehicle will be charged to annual leave or compensatory time HOME

Section 11 Transportation Expenses Transportation Expense reimbursement – (continued) q When an employee travels from their place of residence directly to their business destination, the reimbursement will be the lesser of the actual distance traveled - versus the distance between the official domicile and the business destination(s) q The university reimburses travel expenses based on the traveler’s official domicile – travel between the traveler’s place of residence and the official domicile is not reimbursed q If travelers share the use of a private vehicle, reimbursement is allowed only for the owner/operator HOME

Section 11 Transportation Expenses Transportation Expense reimbursement – (continued) q Reimbursement for miles traveled will be actual map miles. Accounts Payable will use Map. Quest© for all compensation of out of state travel http: //www. mapquest. com q For instate travel please refer to the chart in the Accounts Payable channel in WYOWEB HOME

Section 11 Transportation Expenses Transportation Expense reimbursement – (continued) q Mileage is calculated from the origin city to the destination city q Personal travel mileage for entertainment, shopping, etc. is not reimbursable q For indirect route mileage, odometer readings must be taken at the beginning and end of the trip – as well as calculations for each side trip § Odometer readings for indirect trips must be recorded separately on the mileage affidavit portion of the travel expense voucher and clearly explain the reasons side trips were a business necessity q Terminal (in-town) mileage for official UW business is allowed: § § § With prior approval Which may include travel within the destination location of a trip Odometer readings must be recorded separately on the mileage affidavit portion of the travel expense voucher, including an explanation of the business reason(s) HOME

Section 12 Moving Expenses Authorized personal moving expenses for newly hired UW employees may be reimbursed q All funds from other sources (such as the Foundation and Cowboy Joe Club) which are used to reimburse moving expenses, must be deposited to, and expended from, the appropriate university account q Only actual and necessary receipted expenses – directly related to the move – will be allowed q IRS regulations must be observed, and the university will report reimbursements as required by law HOME

Section 13 Direct Billing q Individual travelers may NOT have travel related expenses billed directly to the University q Sponsors of group travel must obtain prior approval, in writing, from for direct billing from the Vice President for Administration (or designee) q Prior vendor agreements are required for all direct billing and disclaimers may be required in the agreement For example: “The University of Wyoming will only be direct billed for the basic room rate. The University of Wyoming is not responsible for incidentals or miscellaneous expenses charged to the room including: restaurant charges, alcohol, telephone charges, movies, etc. ” HOME

Section 14 Reimbursement for Non-University Personnel q Reimbursement for travel and related expenses for nonuniversity personnel who are invited by the university to the campus – or some other location – to perform a university service is to be consistent with the provision of the UW Travel Policy (see section 3) q Reimbursement must be authorized in advance q Reimbursement for spouses or family members invited by the University to accompany a candidate to an interview shall be at the discretion of the Dean, Director, or department head conducting the interview q Only the UW President, or designee, may allow exceptions HOME

Section 15 Non Reimbursable Expenses q Expenses for University travel will not be made from petty cash accounts q Double payments are prohibited – see section 15 -b q Payments will not be made for unused lodging based on the traveler's failure to make cancellations – unless circumstances were outside the traveler’s control q Travelers may be reimbursed for commercial transportation re-booking only if the circumstances are beyond the traveler’s control q – see section 15 -d No reimbursement may be made for expenses incurred while on personal consultation, vacation, military service, excused absence without pay, or sick leave – unless a justification , approved by the UW President (or designee), accompanies the expense voucher HOME

Section 15 Non Reimbursable Expenses – (continued) q Under NO circumstances shall a traveler attempt to secure a refund from a commercial transportation company for an unused ticket (or portion thereof) which was paid by the University – Unused tickets must be returned to the department q In cases where the spouse or personal guest accompanies the traveler on official business (where it is not for the benefit of the University), Receipts must indicate the appropriate single-person charges q No traveler may approve their own travel request, travel advance or travel expense voucher q When a disclaimer has been signed, accepting reimbursement for travel at a lesser amount than the total cost of the trip, no subsequent travel expense voucher for the same trip may be submitted HOME

Section 15 Non Reimbursable Expenses – (continued) q The following are NOT authorized for reimbursement: Alcoholic beverages Gifts Expenses caused by driver error Traffic fines and tickets (Either personal or UW vehicle) (including parking tickets) Laundry charges - when a trip is less than 8 calendar days duration Mileage between a place of residence and an official domicile Optional entertainment/social events at conferences or seminars Travel expenses of a personal (not official business) benefit Personal travel insurance expenses paid by the traveler Entertainment expenses (Except as approved as pertaining to UW development) This concludes the Travel Policy Briefing Please exit or return to the HOME page HOME

Actual expenses for approved travel - in addition to meals and lodging Ø Receipts are required for expenses in excess of $15. 00 Commercial transportation costs Copy, fax and similar charges (official. Laundry business only) and Laundry charges for trips of 8 days or more More vehicle usage Registration / Conference fees dry charges are included in the Mileage for approved rate privatefor foreign travel incidental Parking fees Road toll charges More Certain spouse or personal guest expenses More Certain Gratuities Fuel for commercial transportation or university-owned vehicles cleaning Return to chart Room service charges for meals taken in room More Telephone calls (official business only) Trip cancellation insurance More When considered necessary and appropriate, travel may be authorized subject to reimbursement of expenses less than the M&IE § If made known to the traveler at the time travel is authorized § If a disclaimer is signed by the traveler

Actual expenses for approved travel - in addition to meals and lodging The registration form and/or the Ø Receipts are required for expenses in excess of $15. 00 conference agenda must be attached to the travel expense voucher showing Copy, fax and similar charges expenses Fuel for commercial • Respective each transportation meal Commercial transportation costs (official business only) or university-owned vehicles • Lodging or meals/banquets included in the registration fee Laundry charges for trips of 8 days Mileage for approved private • NOTE - separate claims Parking for meals fees in or more vehicle usage More lieu of those provided, whether paid for or complimentary, will not be allowed Registration / Conference fees Road toll charges More Certain spouse or personal guest expenses More Certain Gratuities Room service charges for meals taken in room More Return to chart Telephone calls (official business only) Trip cancellation insurance More When considered necessary and appropriate, travel may be authorized subject to reimbursement of expenses less than the M&IE § If made known to the traveler at the time travel is authorized § If a disclaimer is signed by the traveler

Actual expenses for approved travel - in addition to meals and lodging Ø Receipts are required for expenses in excess of $15. 00 Only spouse or personal guest expenses incurred for benefit of Copy, fax and similar charges Fuel for the commercial transportation Commercial transportation costs (official business only) or university-owned vehicles the University will be allowed – and the following conditions must be met: Laundry charges for trips of 8 days or more More Registration / Conference fees More Certain spouse or personal guest expenses More Mileage for approved private • The vehicle usagespouse fees or personal. Parking guest played an integral role in business purpose or the trip Room service charges for meals Road toll charges taken in room • The spouse or personal guest was More actively engaged in the business Telephone calls activities (official business only) conducted • The expenditure was directly tied to Certain Gratuities business or entertainment activities Trip cancellation insurance More related to the purpose for the trip or expense When considered necessary and appropriate, travel may be authorized subject Return to chart to reimbursement of expenses less than the M&IE § If made known to the traveler at the time travel is authorized § If a disclaimer is signed by the traveler

Actual expenses for approved travel - in addition to meals and lodging Ø Receipts are required for expenses in excess of $15. 00 Commercial transportation costs Laundry charges for trips of 8 days or more More Registration / Conference fees More Certain spouse or personal guest expenses More Copy, fax and similar charges (official business only) Fuel for commercial transportation or university-owned vehicles Mileage for approved private vehicle usage The following gratuities taken in room • Sky caps Telephone • Bell calls hops and (official business only) porters • Parking attendants Certain Gratuities Trip cancellation insurance More Parking fees may be claimed only on days where only actual meal Room service charges for meals expenses Road toll charges are claimed: More (generally $1 / bag) ($1 /$2 when vehicle is delivered) • Hotel / Motel maids ($1 per night) When considered necessary and appropriate, travel may be. Return authorized subject to chart to reimbursement of expenses less than the M&IE § If made known to the traveler at the time travel is authorized § If a disclaimer is signed by the traveler

Actual expenses for approved travel - in addition to meals and lodging Ø Receipts are required for expenses in excess of $15. 00 Commercial transportation costs Copy, fax and similar charges (official business only) Fuel for commercial transportation or university-owned vehicles Laundry charges for trips of 8 days or more Mileage for approved private vehicle usage Parking fees Road toll charges Room service charges for meals taken in room More Registration / Conference fees More Certain spouse or personal guest expenses More Telephone calls (official business only) To be reimbursable, room service charges for meals taken in the room must be: Certain Gratuities Trip cancellation insurance § The. More actual expense only § necessary Included asand meal expenses travel and not When considered appropriate, may be authorized subject claimed separately to reimbursement of expenses less than the M&IE Return chartis authorized § If made known to the traveler at the timetotravel § If a disclaimer is signed by the traveler

CONTACT INFORMATION Accounts Payable - 307 -766 -5296 Travel Specialist - 307 -766 -5314 Or Kori Thornhill - through 307 -766 -5296 Return to HOME page

To access New Travel Information and Forms 1. Create or access the Accounts Payable channel in WYOWEB 1. Open the New Travel Information and Forms link 2. Select the link you desire Note: Appendix A takes you to DEFINITIONS Appendix B takes you to WYO STATUTES Return to Major Changes in Travel Policy Return to HOME page

Information Links GSA Government Per Diem Map. Quest GSA Government MIE Click here for instructions to access New Travel Information and Forms (through WYOWEB) In clu din g • The Official University Travel and Information Policy • Appendix A – Definitions • Appendix B – Wyoming Statues • Summary of Major Changes to Uni. Reg 177 • Travel Request Form • Travel Expense Voucher Instructions • Cash Advance Travel Voucher Form • Wyoming Mileage Chart • Mileage Reimbursement Rate HOME

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