The University will reimburse its faculty and staff, as well as other authorized individuals, for expenses that they incur on official University travel that are properly authorized, reasonable, and appropriately documented according to Internal Revenue Service Accountable Plan rules and University policy. United States government per diem rates will be used for meal and incidental expense reimbursements for faculty and staff travel expense reimbursements. To access per diem rates for both domestic and foreign locations, click here: Travel Per Diem Lists.

The Travel Expense policies and procedures included herein are applicable to travel to a destination more than 50 miles from the customary work location. All other expense reimbursements should be made via a Direct Payment Voucher or Business and Entertainment Expense Voucher.

Definition: Transportation to and from a trip destination via public transportation carriers, air, bus, or rail, or via the University's Billiken AirExpress.

Maximum Reimbursement: For commercial airlines or personal vehicles, reimbursement is limited to the 21 day advance, coach fare, airline ticket purchase price, as quoted by the University's authorized agency(ies), excluding fares requiring a Saturday night stay-over or non-direct flights, plus the agency ticketing fee. Travelers unable to reserve tickets at the 21 day advance purchase price must explain the circumstances on the face of the Travel Expense Reimbursement Voucher (TERV) to be considered for additional reimbursement.

If it is more cost advantageous, individuals may use their personal automobiles for University travel in lieu of public carriers. (If you choose to drive your own vehicle, a printed 21 day advance ticket price quote must be obtained from the University travel agency to establish a base line reimbursement rate and to guard against future "specials" and rate decreases.

Document: Transportation Requisition

Pre-Payment: While airfare and other reservations may be made through any travel agency or airline, pre-payment of reservations may only be made through the University's authorized agency(ies). To obtain pre-paid tickets, complete an Transportation Requisition on-line.

Documentation Required: Original passenger copy of ticket, if available. For E-tickets obtained from the University's authorized agency(ies), receipt stub. For E-tickets obtained from external agencies, receipt stub supplied by airline and payment receipt. For airlines providing no receipt or stub (i.e., Continental), itinerary, and payment receipt.

Approval Requirements for Travel Documents

Foreign Travel (Excluding Canada): All of the above plus the traveler's vice president/vice provost.

Departmental Requirements: Departments may also specify additional approval requirements at their discretion.

Automobile: Personal

Maximum Reimbursement: Lower of (1) Mileage reimbursement at $.36 per mile effective with travel beginning January 1, 2003 (previously 0.365), plus tolls and parking fees; or (21) twenty-one day advance purchase airfare plus transportation to and from the airport and between the hotel and meeting site.

Insurance: Liability insurance coverage of $100,000/$300,000 is required but will not be reimbursed.

Non-Reimbursable Expenses:

• En-Route Expenses (e.g. meals, lodging etc.)
• Parking/Driving Violations
• Gasoline
• Repairs (including towing and resulting meals and lodging)
• Insurance Deductibles

Automobile rental while traveling on University business is limited to special needs and circumstances where having a personal vehicle is essential, or when rental is less expensive than airport limousines or taxi rides, particularly for a group.

The University has a self-insurance program that covers automobiles rented for University-related travel. An insurance card indicating the policy coverage, insurance company, and policy number is available in Risk Management, so that it is not necessary to purchase additional insurance, liability or otherwise, for rental cars. Thus, the University will not reimburse insurance for rental cars.

Maximum Reimbursement: Mid-size or compact vehicle plus cost of gasoline

Required Documentation: Original receipts and justification for rental in DESCRIBE box.

Billiken AirExpress

The Billiken AirExpress is available to University business travelers as an alternative to commercial airlines. It is especially suitable for use by multiple travelers so that flat rate charges can be shared, and in other instances to save travel time. For further information, click on the link above or call the Billiken AirExpress office at 618.337.9550.

Preliminary plans for travel are made through a phone call to the Billiken AirExpress Program Administrator from the traveler (or representative) to check the availability of the plane and pilots, possibility of the proposed trip, and preliminary pricing. Upon agreement, the Program Administrator will assign a flight number to be used on the Transportation Requisition.

Complete a On-Line Transportation Requisition to confirm the flight and reserve the airplane for the trip, supplying all requested information. The name and SLU affiliation of all passengers being scheduled for the flight must be listed, and cannot include family members and non-SLU business associate travelers. The reservation is not official, and Billiken AirExpress cannot be paid for the flight, without a completed and approved Transportation Requisition.

Note: Additional passengers may wish to join a scheduled flight. When that occurs, the added traveler should initiate contact with the Billiken AirExpress Program Administrator to verify space availability and itinerary. The Program Administrator will give the flight number to the added traveler, who is then required to complete a Transportation Requisition noting ADDED to Flight Number (as assigned by Program Administrator).

Following the trip, the Billiken AirExpress Program Administrator will notify the Travel Office of its completion and of any changes to passengers, itinerary, or estimated charges. The Travel Coordinator will charge the appropriate percentage of the total (based on number of passengers) to each traveler's account as indicated on the Transportation Requisition.

To obtain reimbursement for personal expenses of the trip, each passenger will complete a Travel Expense Reimbursement Voucher in the usual manner. Billiken AirExpress should be indicated in the check box provided, however, no cost should be listed or included in the trip charges on the Travel Expense Reimbursement Voucher.

If there are no additional charges for any traveler, it is not necessary for him/her to complete a Travel Expense Reimbursement Voucher. The department should notify the Travel Office when there are no additional charges, however, so that the flight encumbrance can be liquidated in full.

Business Communications

The University will reimburse traveler's business expenditures for Telephone, Telegraph, and Fax charges incurred, and reasonable (both in frequency and duration) calls home.

Business Entertainment Expenses

For reimbursement of expenses incurred for hosting meals and entertainment for business purposes while in Travel Status, please see instructions under Business and Entertainment Expense Voucher (formerly Local Business and Entertainment)

Occasionally, essential purchases for business purposes need to be made while traveling. These purchases would include promotional booths or conference books and instructional videos.

These items should not include purchases that can be made via Purchase Order through the University.

The item(s) purchased during travel should be described when entered on the Travel Expense Reimbursement Voucher and the original receipt is required.

Cancellation of Trip

A Travel Expense Reimbursement Voucher (TERV) must be submitted if a travel advance, prepaid expense or prepaid airline reservations was processed. If a trip is canceled, it is the traveler's responsibility to retrieve all refundable prepayments which have been processed for the trip. Refunded prepayments and unused airline tickets should be forwarded to the Travel Office with the TERV. Unused non-refundable tickets must be re-ticketed prior to the departure date of the original flight for credit to be allowed for a new ticket. A $100 service charge as well as agency re-ticketing fees will also apply.

Cash Advances

Document: Travel Advance/Prepaid Expense Request form

Parameters:

• Cash advances are available only to University employees.
• Cash advances are issued seven work days prior to the trip on a University check made payable to the traveler.
• Limited to $100 per day of travel, not to exceed $500.00.
• Limited to one cash advance per trip.
• Not available for prepaid expenses which can be paid directly to the vendor, such as hotel deposits and conference registration fees.

Exclusions: Not available if a traveler has a past due Travel Expense Reimbursement Voucher.

Past Due Advances: If the Travel Expense Reimbursement Voucher is not received within 14 days of the end of the trip for which an advance has been processed, the University will begin proceedings to deduct the amount of the cash advance from the employee's paycheck.

Tax Withholdings: Internal Revenue Service regulations require excess or unsubstantiated cash advances, if not returned to the employer within a reasonable period of time, to be treated as wages subject to withholding.

Dates of Travel

Standard: From one day prior to the actual date of University related activity through the final day of University related activity.

Exceptions to Policy

Exception Requests: Requests for exceptions from the travel policies and procedures should be submitted in writing with the Transportation Requisition, Travel Advance/Prepaid Expense Request, or Travel Expense Reimbursement Voucher (TERV).

Required Approvals: Same as document, plus University Travel Office.

Grants and Sponsored Programs

University travel policies apply to travel supported by grants and sponsored programs. The terms of the grant or contract take precedence, however, if they are more restrictive than University policy. University per diems will be used for all travel supported by grants and sponsored programs for both employee and non-employee travel.

Gratuities

Maximum Reimbursement: Gratuities for food and beverages, baggage handling, and other services are classified as Incidental Expenses and included in the Meals and Incidental Expenses per diem.

Ground Transportation - Taxi/Airport Limo

Maximum Reimbursement: The University reimburses reasonable fees for taxi cabs, airport limousines, buses, etc. for ground transportation within the city of destination.

Required Documentation: Required Documentation: Receipts are required only for individual items in excess of $25.00.

Lodging

Maximum Reimbursement: Single room rate. If cost exceeds $125.00 per day (including tax), the reason for incurring the high cost must be explained on the Travel Expense Reimbursement Voucher.

Required Documentation: Original itemized bill. Do not include meals, phone calls, or other charges from the hotel/motel bill in the lodging charge.

Meals

Maximum Reimbursement: Meals are included in the University Meal and Incidental Expense per diem, using the Internal Revenue Service's guidelines for all destinations.

Required Documentation: None. Expenses reimbursed by means of a per diem allowance that does not exceed per diem rates of the federal government are deemed substantiated for purposes of avoiding taxability of expense reimbursements. Employees need only account for time, place, and business purpose of travel.

Per Diem Rates: Link to IRS Meal and Incidental Expenses per diem rates.

Hosting Meals, Entertaining for a business purpose, see Business and Entertainment Expense Voucher.

Non-University Individuals and Newly Recruited Employees

Requests for reimbursement of travel expenses to non-University individuals and newly recruited faculty and staff should be made on a Direct Payment Voucher. Non-employees may not use per diem rates.

Object Codes

The standard object codes for University travel are as follows:

3610 Domestic Travel (including Canada)
3659 Participant/Trainee Travel
3660 Foreign Travel

More detailed user defined object codes within the standard object code ranges identified above may be established at the department's discretion by contacting Financial Services.

Per Diems

United States government per diem rates are the highest rates that can be paid to employees for Meals and Incidental Expenses (M&IE) within a given location on a per diem basis without incurring taxable income. According to IRS Accountable Plan employee expense payment regulations, the M&IE per diem covers meals, tips for services, fees, laundry and dry cleaning for a 24 hour period in travel status.

Three tables for categories of locations have been established by the IRS: (1) CONUS, for continental United States, (2) OCONUS, for states, territories, and U. S. possessions outside of the continental United States, and (3) Foreign locations. These tables are used exclusively (effective for travel beginning on or after August 15, 1999, by the University for payment of employee meals and incidental expenses while in travel status. Per diem rates for CONUS are updated annually. 2002 rates, which vary by location, range from $30.00 to $50.00,and may be referenced by geographic location through the University's web site. Locations not listed are to be paid at the standard $30.00 rate. To access Per Diem Tables, click here.

Partial days of non-travel and meals provided as part of a registration fee or convention package paid for by the University are to be deducted from the full per diem, as follows:

Breakfast 20% Of Per Diem

Lunch 30% Of Per Diem

Dinner 50% Of Per Diem

Please see the Travel Expense Reimbursement Voucher for additional information.

Non-Reimbursable Expenses Include:

• Personal expenses such as entertainment, child care, kennel fees, recreation, in-room movies or other similar costs.
• Personal portion of a trip when it is combined with University travel.
• Travel expenses for a spouse, companion, or family member.

Document: Travel Expense Reimbursement Voucher (TERV)

TERV Due Date: 14 days after conclusion of trip

Method of Reimbursement: University check payable to the traveler

Past Due TERV's: Travel Expense Reimbursement Vouchers are due within 14 days after the end of the trip. No transportation requisitions or prepayment/advance requests will be processed for employees with past due TERV's. In addition, the University will begin proceedings to deduct the amount of the cash advance and prepaid expense and airfare for past due TERV's from the employee's paycheck

Prepaid Expenses

Document: Travel Advance/Prepaid Expense Request

Supporting Documentation: Completed registration form (with one copy)

Method of Payment: University check payable to vendor

Past Due Advances: If the Travel Expense Reimbursement Voucher is not received within 14 days of the end of the trip for which a prepaid has been processed, the University will begin proceedings to deduct the amount of the prepayment from the employee's paycheck.

Exclusions: Not available if a traveler has a past due Travel Expense Reimbursement Voucher.

Original receipts are required to obtain reimbursement for commercial fares, lodging, automobile rental, business purchases, and all individual items exceeding $25.00. If a receipt is lost, it is the traveler?s responsibility to obtain a duplicate from the provider.

Receipts are not required for items included in the per diem--meals, laundry, fees, and tips for services.

Third Party Reimbursements

Responsibility: It is the responsibility of the traveler to ensure that all refunds and third party reimbursements are received by the University.

Transportation Requisition (On-Line)

The Transportation Requisition is used to confirm Billiken AirExpress flights and airline reservations made through the University's authorized travel agency(ies) and to authorize payment.

Prepare a Transportation Requisition (on-line) by clicking the link below.

Transportation Requisitioning (On-line)

Travel Advance/Prepaid Expense Request

The Travel Advance/Prepaid Expense Request form is used to request cash advances and the prepayment of expenses, such as hotel deposits and conference registration fees, relating to travel on behalf of the University. The University encourages the use of personal credit cards while on University travel whenever possible to minimize the need for cash advances and ensure more accurate documentation for trip expenses.

Prepare a Travel Advance/Prepaid Expense Request form.

Traveler Information: Enter the name, social security number, and department of the person who will be traveling. Contact Person: Enter the name and phone number of the person who should be contacted with questions and information regarding the trip. Dates of Travel: Enter the dates of travel. Cash advances will be issued seven days prior to the initiation of the trip. Campus Mailing Address: Enter the inter-office mailing address to which checks and correspondence regarding the trip should be forwarded. Purpose of Trip/Destination: Enter the trip destination and an explanation of the purpose of the trip including the conference name, if applicable. Third Party Reimbursement: Indicate if any expenses relating to the trip are to be reimbursed by a third party sponsor. Prepayment Requests: Vendor: Enter the name and address of the vendor to which a prepayment should be processed. Date Required: Enter the date the prepayent should be paid. Amount: Enter the amount to be prepaid. Travel(Cash) Advance: If a cash advance is needed, enter the amount requested, not to exceed $500 or $100 per day of travel, whichever is larger. Cash advance checks will be issued seven days prior to the start of the trip. Total Prepaid Expenses/Travel Advance: Enter the total amount of the requested prepayments and cash advance. Travler Certification: Sign the request to certify that the requested prepayments and cash advance is necessary for the trip. Account: Enter the account and object code to which the prepayments and cash advance should be charged. The total amount must agreee with "Total Prepaid Expenses/Travel Advance" total identified in the itemized section. Approvals: Obtain required approvals including the traveler's supervisor and the account administrator in addition to any other required approvals stipulated by departmental policy. Prepayments and advances for trips to foreign destinations (excluding Canada) must also be approved by the traveler's vice president.

Retain the yellow copy of the Prepaid Expense/Advance Request for departmental records.

Attach the completed registration (with one copy) to the Travel Advance/Prepaid Expense Request and forward to the HSC Finance Office of Financial Services, 5th Floor-Salus Center.

Upon approval, the HSC Finance Office or Financial Services will forward the document to the Travel Office for processing.

Travel Expense Reimbursement Voucher

The Travel Expense Reimbursement Voucher (TERV) is used to request reimbursement of expenses incurred while traveling more than 50 miles from one's customary work location on behalf of the University. A separate TERV must be submitted for each trip and should include all expenses, travel advances, and prepaid expenses. Only actual expenses incurred will be reimbursed. Individuals requesting reimbursement should neither gain nor lose personal funds as a result.

The TERV is due no later than 14 days after the conclusion of a trip. No additional cash advances or expense prepayments can be processed for employees with past due TERVs.

Preparing a Travel Expense Reimbursement Voucher (TERV)

1. Traveler Information: Enter the name, social security number, department, and campus mailing address of the traveler.

2. Trip Number: Supply the A____ trip number, if known, which was assigned to this trip via Prepaids and/or a Transportation Requisition.

3. Contact Person: Enter the name and phone number of the person who should be contacted with questions and information regarding this trip.

4. Purpose of Trip: Enter an explanation of the purpose of the trip, including the conference name, if applicable.

5. Dates of Travel: Enter the dates of travel--departure and return dates. For additional information, please see Travel Expenses Policy and Procedures Index, Dates of Travel.

6. Per Diems: Consistent with Internal Revenue Service Accountable Plan rules for employer paid expenses, effective with University travel beginning on or after August 15, 1999, Meal and Incidental Expenses (M&IE) will be reimbursed using United States Government per diem rates. The M&IE per diem, as defined by the IRS, covers the costs of meals, tips for services, fees and laundry and will be used exclusively by the University to calculate travel reimbursements for theses items. For additional information, please see the Travel Expenses Policy and Procedures Index, Per Diems. To access per diem rates for any location, please see Per Diem Tables.

Per Diem Calculations: The M&IE per diem must be adjusted for the first and last days of partial business travel and when a traveler received one or more meals in a day as part of the registration fee or convention package. For further instructions, please refer to the worksheet included in the Travel Expense Reimbursement Voucher Form.

Travel Expense Reimbursement -- General Receipt Requirements: Original receipts are required for Air/Rail/Bus Ccommercial Fares, lodging, automobile rental, business purchases, and all individual items exceeding $25.00.

Other travel related expenses (e.g. taxi, parking, tolls, et.) costing less than $25 per item can be reported without providing receipts. It is imperative that only bonafide, legitimate expenses for University business, as categorized and identified on the TERV, be reported. Furthermore, it is expected that University travelers be highly prudent in expending University resources during business travel.

7. Dates (mm/dd): Enter the dates of travel on the lines indicated. Do not include days of personal travel taken conjunction with travel on behalf of the University. If columns for additionals days are needed, please continue on another form.

8. Billiken AirExpress: If Billiken AirExpress was used for this trip, please place a check mark in the provided box. Do not enter a dollar amount because billing by flight occurs elsewhere. For additional information, please see Travel Expenses Policy and Procedures Index, Billiken AirExpress.

9. Commercial Fares: In the column for the first day of travel, enter the cost of air, rail or bus transportation to and from the trip destination. Receipt requirements: original passenger copy of ticket, if available. For electronic tickets (E-tickets) obtained from the University's aurthorized agency (ies), receipt stub. For E-tickets obtained from external agencies, receipt stub supplied by airline and payment receipt. For airlines providing no receipt or stub (i.e., Continental0, itinerary and payment receipt. For additional information regarding prepaid tickets through University approved Travel Agencies, please see Travel Expenses Policy and Procedures Index, Transportation Requisition. Fares greater than the 21 day advance purchase price must be justified in the space provided. For additional information, please see Travel Expenses Policy and Procedures Index, Airfare and Other Transportation/Commercial Fares.

10. Travel Agency/Airline Fees: Approved University travel agencies charge a transaction fee to offset major reductions in commissions from airlines. Current rates are customarily $25.00. Due to additional fees charged by airline carriers for paper tickets, effective November 13, 2002, e-tickets are required for University travel. For complex international travel and whereever electronic ticketing is not available, paper tickets will continue to be permitted and are usually available at no charge. Various fees apply to other services. Please insert costs as incurred.

11. Taxi/Airport Limousine, Etc.: Please insert daily costs as incurred.

12. Personal Automobile: If a personal automobile is used to travel to and from the trip destination, enter the total number of miles traveled, the University mileage rate ($.36 effective 01/01/2003) per mile, and the amount to be reimbursed. For information regarding reimbursement limitations, please see Travel Exenses Policy and Procedures Index, Automobile: Personal.

13. Automobile Rental: In the column for the first day of rental, enter total cost incurred for automobile rental, including taxes and surcharges. Insurance is provided by the University for University sponsored business. Auto insurance cards are available from the Risk Management Office. Additional insurance, if purchased, will not be reimbursed: Receipt requirements: Original receipt for vehicle rental must be attachee. For further information, please see Travel Expenses Policy and Procedures Index, Automobile: Rental.

14. Tolls/Parking: Enter tolls and parking charges incurred in personal or rental vehicles.

15. Lodging: Enter the total cost for hotels and other ledging, including taxes, for each day of travel. Daily charges exceeding $125.00 need to be justified. Conference Hotel, the most frequent explanation, needs only be checked. For all other reasons, please explain on the line provided. Receipt requrements: Original receipt for ledging must be attached.

16. Registration Fees: In the column for the first day of travel, enter any registration fees associated with the conference or event.

17. Business Communications: Enter daily costs of telephone, telegram, fax, and similar charges for business purposes.

18. Business Purchases: Occasionally, essential purchases for business purposes need to be made while traveling. These purchases would include promotional booths or conference book and instructional videos. Enter the cost, identify and explain the purchase in the space provided, and attach original receipt.

19. Per Diem: Enter the total(c) amount calculated from the worksheet contained on the form.

Reconciliation, Totals, Approvals:

20. Total Expenses: Tabulate and enter total expenses of each day's column for travel, then tabulate and enter the expense totals for each type of expense. Add daily totals across and expense type totals down to find and verify the trip total (d), which is the amount to identify by account for charges (d).

21. Prepaids: Enter all prepayments relating to the trip for each type of expense, and total prepaids. For additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance Prepaid Expense Requests.

22. Net: Subtract prepaids from the total expenses to determine the net total for each type of expense, as well as the total net expenses for the trip.

23. Third Party Reimbursement: Enter the amount of the trip cost to be reimbursed by a third party sponsor. For additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance/Prepaid Expense Request.

24. Amount of (Cash) Advance: Enter the total amount of the cash advance issued for the trip. For additional information, please see Travel Expenses Policy & Procedures Index, Travel Advance Prepaid Expense Requests.

25. Net Due Traveler/University: Deduct third party reimbursements and the cash advance amount from the total net expenses for the trip to determine the total amount due either the traveler or the University. Enter this amount on the appropriate line.

26. Account Information: Enter the account(s) and object(s) to which the trip total, including prepayments and airfare, should be charged. This amount should agree with botht he daily total and expense total above.

27. Traveler Certification: The traveler must sign the TERV to certify to the truth and accuracy of the report.

28. Approvals: Obtain the approval of the traverler's supervisor/deparment head and the account administrator in addition to any other required approvals stipulated by departmental policy. VP approval is needed for any foreign travel.

Retain the yellow copy of the TERV for deparmental records.

Please all required receipts and a check made payable to Saint Louis University for the net amount due, if applicable, in an envelope, and attach it to the TERV. Please, send no cash. Forward the TERV and attachments to either the HSC Finance Office Financial Services, as applicable.

Upon approval, the HSC Finance Office or Financial Services will forward the document to the Travel Office for processing. A check will be issued for the amount due the traveler, if applicable, within seven working days of receipt in the Travel Office.