Procedure

This policy has been reformatted for ease of reading and understanding. Revision to the content of the previously published policy effective September 17, 1995, are indicated by

A.    Procedure

Registration fees and other travel expenses will be recorded on the Travel Authorization form (See 05.176 ) and on the Travel Reimbursement form (See 05.182).

1.    Registration Fees


University faculty and staff members are entitled to reimbursement of registration fees for functions of university interest. Registration fees may be authorized by the department chair, manager, or director on the Travel Authorization form.

1. Excess Registration Fees  
   
   Requests should be accompanied by a receipt or a copy of brochures, fee schedules, or other materials listing the costs included in the registration fee. Additional justification may be required by the approving authority.

It is the responsibility of the university and the employee to ensure that any meals included in excess registration fees are not claimed in the daily meal allowance.

The university will not pay for non business-related activities (examples: tours, social activities). Knowingly filing a reimbursement for unrelated items included in registration fees is against university policy.

2. Registration Fees Paid in Advance

 Registration fees are usually paid prior to travel by a University Check Request. In order to process these payments, a Travel Authorization form must have been approved and forwarded to the Travel Department, and the department must attach the following to the Check Request:

• A completed copy of the registration form and/or brochure plus a copy for mailing with the payment.
  
  

3. Registration Fees Not Paid in Advance

If registration fees are paid by the traveler and claimed on the Travel Reimbursement rather than a Check Request having been prepared, the registration receipt should be attached to the Travel Reimbursement form. (See 05.182).

4. Tuition Fees

Registration fees are distinguished from tuition fees in that registration is a "travel expense," and tuition fees are educational expenses which are to be charged to general expense. Tuition Fees are not normally reimbursed through the Travel Department.

2.    Phone Calls


Official phone calls are reimbursable under "Other Expenses." Receipts or copies of telephone bills must be attached to the Travel Reimbursement form. Calls over three dollars ($3.00) must be identified as to the point of origin and destination.

1. Allowable Personal Calls

An employee who is in travel status for three or more consecutive days in a week is allowed one personal long distance telephone call per week for which reimbursement to the employee may not exceed $3.00 for in-state calls or $5.00 for out-of-state calls. These allowable personal calls are not required to be of an emergency nature as determined by the department.

2. Emergency Calls

A personal long distance call may be reimbursed if such a call is of an emergency nature as determined by the department. An example may be a call made when an employee calls home to inform someone that the travel period has been extended beyond original plans due to unforeseen reasons.

3.    Tips

1. Baggage Handling

Reasonable amounts for handling baggage at common carrier terminals and for handling baggage when arriving or departing from the place of lodging are allowed and must be itemized under "Other Expenses" on the Travel Reimbursement Form.

2. Gratuities

If paid in connection with taxi and limousine services should be included with the actual service cost.


• Tips for other hotel services including room/maid service and valet parking are not reimbursable.

4.    Computer Hook-Ups/Internet Fees

Employees traveling on Official University Business that need to connect to the internet need to use the most efficient manner available and include the written business purpose when submitting the reimbursement for these charges.

 

5.    Out-Of-Country Expense

1.  Passports

Reimbursement for costs incurred in obtaining or renewing a passport may be made to an employee who, in the regular course of his or her duties, is required to travel overseas in the furtherance of official state business. Passport expenses are reimbursable when foreign travel expenses are approved by the Chancellor or appropriate Vice Chancellor on the Travel Authorization form. Passport expenses are chargeable to the same fund that supports the employee's trip.

 

• Any of the above expenses that were for personal use including but not limited to, the cost of laundry, entertainment, alcoholic beverages, other snacks or refreshments are not reimbursable.