"Helpful Hints"

TRAVEL

BUSINESS MEALS (NON-TRAVEL)

Notes

1. Regardless of the source of funds, the total amount of the expenditure is used to determine the appropriate approver. State funding sources are 1, 2, 3, 5, 7, 881XXX, 888XXX and 889XXX Ledger Charge Codes. Local funding sources are 4, 6, and 8 Ledger Charge Codes (except 881XXX, 888XXX and 889XXX).
2. All employee travel exceeding $500 must have a VP Designee approved Travel Authorization form.
3. Private or chartered airline use requires advance approval from the President.
4. All international/out of country travel by any University employee must be approved in advance by the responsible Vice President.
5. Grant funded reimbursements must follow approved state guidelines. If reimbursement exceeds allowable state rates, a copy of the specific section of the grant allowing the overage must be provided to Accounts Payable with the reimbursement.

TRAVEL REIMBURSEMENT -
ALLOWABLE EXPENSES

The following guidelines encompass disbursements from all funding sources, i.e., State, Federal and local. Expenditures exceeding these limits may require additional justification and/or Vice Presidential approval.

1. In-State and Out-of-State Guideline Tables. The tables provide the daily Meals and Incidental Expense (M&IE) per diems and the maximum amount for 1 night lodging excluding taxes and tips. Standard amounts are provided for in-state and out-of-state travel destinations. Additional guidelines are provided for selected cities. The standard guidelines apply to any city not listed.

Domestic Per Diem Rates (CONUS/OCONUS): (Effective for travel dates starting April 1, 2009)

On a travel departure or return day, 75% of the appropriate per diem where the night was spent should be as follows:

Departure Day:     Where you spend the night.

Return Day:     Where you spent the night before returning to home base.

When meals are provided at no cost in conjunction with travel events on a travel departure or return day, the full Meals per diem reimbursement rate is reduced by the full amount of the appropriate meals followed by a 75% prorating of the balance. For example, if the M&IE rate allows a $39 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $21.75 [(($39 - $3 - $11 lunch) x .75) +3].

• No Cost Meals. When the meals are provided at no cost to the traveler, the applicable M&IE per diem is reduced by the dollar amount shown for the applicable meal in the Meal Rate Table (see above). When meals are included with registration or lodging expense as part of the package plan, record the number and type of meals (Breakfast, Lunch, Dinner) on the travel voucher.
• Incidental Travel Expenses Covered by the M&IE Per Diem Standard meal and incidental reimbursement guidelines (including all related taxes and tips) are provided in the Lodging / Meals and Incidental Expense (M&IE) Guideline Tables. Regardless of destination, a flat $5 per diem amount is paid for each day of domestic overnight travel for incidental expenses ($3 for travel prior to 10/01/09) such as bellhop/waiter/taxi/ limousine tips, personal telephone calls, laundry, and transportation between lodging or business and places where meals may be taken.

2. Foreign Per Diem Rates - The "Foreign Per Diem Rates by Location" link provides per diem data for all locations within the country selected. The tables provide the daily Meals and Incidental Expense (M&IE) per diems and the maximum amount for 1 night lodging excluding taxes and tips. The standard guidelines apply to any city not listed and should utilize rates listed as "Other".

A breakdown of meals and incidentals can be found by selecting "FTR Appendix B (Breakdown of Meals/Incidentals)". This will be required for calculating 75% travel days and reduction of M&IE for no cost meals included during travel.

Foreign Per Diem Rates

3. Parking, Tolls, Taxis, and Other For-Hire Transportation: If the reimbursement claim exceeds $25.00 a receipt is required. For tolls the name of the facility (bridge, tunnel or turnpike) as well as the names and reasons for inclusion of a charge for passengers, where applicable, must be included in an attachment to the travel voucher.

4. Taxes and surcharges paid by the traveler for lodging.

5. Business Calls, Telegrams and Facsimiles made for official business purposes and paid for by the traveler may be claimed on the travel reimbursement voucher. A full explanation must be stated on the reimbursement accompanied by supporting documentation. Individuals using personally owned cellular telephones may be reimbursed for business calls when shown to be cost beneficial or out of necessity. In this case, an itemized cell phone statement must be included. In the event that free minutes are used for business calls, reimbursement is not permitted.

6. Reimbursement for mileage is at $.55/mile Current IRS rate when a personally-owned vehicle is cost justified or a State-owned vehicle/Enterprise rental is not available. Reimbursement will be $.246/mile when use of a personally-owned vehicle is elected for the convenience of the employee.

7. Rental Cars, Local - VCU utilizes a VASCUPP Cooperative Procurement Contract to provide vehicles for short term travel by University employees when a rental vehicle has been determined to be the most cost beneficial means of transportation.

Option 1 -- Contact Enterprise directly and notify them you are a state employee that would like to utilize account number: L212005. You must use your personal or travel charge card for this option. Rentals can be made at the Enterprise of your choice.

Option 2 -- Reserve an Enterprise vehicle through the on-line process.

• Either go to http://www.enterprise.com/ and enter "L212005" as the Customer Number. Enter "VIR" as the first three (3) letters of the contract when prompted on the second screen. This will take you to contract pricing and available vehicles.
  
• To navigate directly to contract rates by using the following extended website address: http://www.enterprise.com/car_rental/deeplinkmap.do?bid=002&cust=L212005. On-line reservations require use of your personal or travel card.

Rental receipts and gas receipts must be attached to your Travel Reimbursement Form. It is the traveler’s responsibility to make sure that tax is not inappropriately charged and that unauthorized extras have not been charged to the rental agreement. Failure of the traveler to verify charges on the receipt may result in non-reimbursable expenses.

WARNING: For safety purposes, the Governor of the Commonwealth of Virginia has signed into law a ban on cell phone use while driving a state vehicle. This does apply to all vehicles rented for state use as well as state owned vehicles.

8. Exception requests for lodging over 100% of the state guidelines for non-conference hotels must be included with your reimbursement voucher. A space has been provided for the explanation on the Travel Reimbursement Voucher. A copy of the voucher can be found in Procurement and Payments website under Electronic Forms. No exception requests are necessary for conference hotels that fall within 200% of the state guidelines for lodging.

Examples of when this exception may be justified are as follows:

• Where it can be shown that the additional lodging cost will be offset by reduced local travel costs incurred for travel (e.g. taxi or rental car expense avoided) between ahotel and the business destination.
• Safety of the travelers
• Specific accommodations are required that are not available at facilities within thelodging guidelines

NOTE: Keep all original receipts for gas, registration fees, tolls, etc.

TRAVEL REIMBURSEMENT -
NON-ALLOWABLE EXPENSES

1. Meals - Other meal expenses not involving an overnight stay are not reimbursable unless documentation supporting the reimbursement clearly establishes that the meal is taken during overtime work periods or for official business reasons. To be eligible for reimbursement, non- travel official business meals must be essential to the agency's mission, be a business necessity, involve substantive and bona fide business discussions, and be approved by the Agency Head, or designee. Reimbursements for meals/snacks provided at regularly scheduled or routine meetings or as a perk are not permitted.

2. Car Rental Insurance - employees are covered by the University's insurance plan while traveling on official University business.

3. Entertainment Function - in-room movies, tennis, golf, theater, concerts, museums, etc.

4. Registration fees for non-university related events that are clearly for the employee's benefit and will result in no direct benefit to the institution.

5. Alcohol - State funds are not to be used for alcoholic beverages.

6. Rental vehicles should be refueled before being turned in since refueling charges by the rental agency are usually very expensive and will not be reimbursed.

See your "Financial and Budget Administration Policies and Procedures Manual", Section 7, Travel Expenses, for additional allowable and nonallowable expenses.

Travel VP Designees