TRA 1.15 - Travel - Registration Fees and Other Travel Expenses

Responsible Office(s):  Accounting                                                                                 Effective: May 16, 1997

A.    Purpose.

Defines the payment, by the university, of additional travel expenses other than transportation, lodging, and meals.

B.    Scope.

Applies to all university departments and activities.

Note: Travel by non-state employees does not require a Travel Authorization form; therefore, references (within Procedure TRA 1.15) to the Travel Authorization form do not apply to non-state employees. However, non-state employees are bound by the same statutory reimbursement regulations, documentation requirements, and other conditions as state employees unless otherwise indicated.

C.    Policy.

1.    General Statement.
Official travel for the university may result in expenses in addition to transportation, lodging, and meals. Anticipated other expenses must be authorized on the Travel Authorization form. Reimbursement is limited to personal costs incurred by the employee making the claim. Please note that all documents substantiating travel shall be on file with the University Accounting Department. Original receipts and/or written statements should be attached to the Travel Reimbursement form before forwarding to Accounting for reimbursement.

The additional travel expenses the university will pay include, but are not limited to, registration fees, official phone calls, baggage handling, and required miscellaneous expenditures.

2.    Employee Responsibility.
An employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of official business are not acceptable under this standard. Employees will be responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience.

D.    Procedures.

Registration fees and other travel expenses will be recorded on the Travel Authorization form (See TRA 1.11) and on the Travel Reimbursement form (See TRA 1.16).

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.

a.    Excess Registration Fees.    Requests for registration fees in excess of $30.00 must be indicated on the Travel Authorization form. 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 nonbusiness-related activities (examples: tours, social activities). Knowingly filing a reimbursement for unrelated items included in registration fees is against university policy.

b.    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 Accounting, and the department must attach the following to the Check Request:

- A completed copy of the registration form and/or brochure (for Accounting
  Department files).
- An additional copy of the completed registration form and any other information
  required by the payee (to be mailed to the payee, along with the check for the
  registration fee).

c.    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 TRA 1.16.)

d.    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.

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.

a.    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.

b.    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.    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.

4.    Out-Of-Country Expense.

a.    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.