Non-employees, such as guest speakers or candidates for employment invited to the University or asked to travel on behalf of the University may request reimbursement for travel expenses. The reimbursement rates, limits and requirements of this policy apply to university guests and other non-employees entitled to travel reimbursement.

Section 1.03 Visas

Nonresident aliens traveling on a B-1 type Visa (visitor for business) may be reimbursed for their travel expenses or the University may pay travel expense directly for them. Nonresident aliens traveling on a B-2 type Visa (visitor for pleasure) in specific circumstances qualify for reimbursement of their travel expenses or to have them paid directly by the University. Any questions regarding payments to nonresident aliens should be directed to the Manager of Accounts Payable.

Section 1.04 Legal Requirements

Oakland University travel reimbursement policy is intended to conform to U. S. Department of Treasury Internal Revenue Service regulations, U. S. Department of Immigration and Naturalization Service regulations as well as tax treaties between the United States and foreign countries. Information regarding these regulations as they relate to travel expense reimbursement can be obtained from the Manager of Accounts Payable.

Section 1.05 Travel Authorization

For administrative purposes, travelers must acquire pre approval from their supervisors to travel on O.U. business. If their supervisor is not also the OU Fund Signatory for the trip, it would be advisable that the traveler also seek pre approval from that person as well. This can be accomplished in any format that is acceptable to the supervisor and/or fund signatory.

Section 1.06 Pre-authorization

A pre-authorization form for travel is not required for expense reimbursement. Should the university require evidence that the traveler is/was on university business while traveling, the traveler’s supervisor will be asked to provide a written statement on the subject. The signature of the traveler’s supervisor and fund signatory (if different from the supervisor) on a Travel Expense Summary document is all that is required to execute the reimbursement. Therefore, if the supervisor or fund signatory did not pre approve the trip or disagree with the reimbursement in any way, they should not sign the Travel Expense Summary.

Section 1.07 Grants

Travel supported by a grant or contract will be reimbursed at the lower of the grant/contract provision or the provisions within this policy.

Article II. Definitions

1. Domestic Travel - travel for which the destination is within the continental United States.

a. In-State Travel - travel for which the destination is within the state of Michigan.

b. Out of State Travel - travel for which the destination is outside the state of Michigan, but within the continental United States.

2. Foreign Travel is travel for which the destination is outside the continental United States.

3. An OU Traveler is a person authorized by their supervisor and/or an OU fund signatory to travel to conduct the business of the university. Persons traveling without these conditions are not considered OU Travelers within the travel reimbursement policy and will not be reimbursed for travel expenses.

4. An OU fund signatory is a person employed by the university or acting as an agent of the university that has primary authority to sign for expenditures from funds in the custody of the university. This would, therefore, apply to signatories for agency funds in the custody of the university.

5. The traveler’s supervisor is the person that routinely directs the work activities of the traveler in the performance of their work for Oakland University.

6. Key city maximum rates may be used when the overnight stay is in the following cities: (See Appendix B) Back to Top

Article III. Travel Advances

Section 3.01 Travel Advances

Upon request, the University will advance money to employees to cover travel expenses for Oakland University business travel. (See policy #1200) Back to Top

Article IV. Purchase Cards

Section 4.01 Purchase Cards

The Oakland University purchasing card issued to selected university employees may be used for prepayment of conference fees, airline fares, other ground transportation fares or other pre-payable travel expenses. The card may be used to “prepay” fixed amounts for hotels and car rentals, but may not be used as an “open account facility” against which further charges can be made by the hotel or car rental company. This card is issued and supervised by the university Accounts Payable Manager. It is the responsibility of the operating department using the card to monitor and control its use. Back to Top

Article V. Reimbursable Transportation Expenses

Section 5.01 Airline Tickets

All airline and other common carrier reservations for official university travel must be made through a least cost arrangement at the discretion of the traveler. Business class airfare may be an option when a foreign travel flight of more than 5 hours is involved and when the employee’s Dean or Director approves the additional cost fare. A Divisional Vice President may approve other more expensive travel arrangements when the traveler’s health or physical condition requires such travel arrangements. Similarly, when emergency conditions exist, a Divisional Vice President may approve more costly travel arrangements.

(a) If travel occurs over a period longer than the business purpose of the trip to take advantage of reduced airline rates, hotel and meal expenses for the extra days will be reimbursed if the total cost of the extra days plus the airline ticket cost does not exceed the original regular coach fare. The traveler must adequately document this cost advantage with the Travel Expense Summary. In general, it is the policy of the university to reimburse travelers only for expenses incurred during the shortest time needed to complete the business purpose for which the trip was taken. (“Business Purpose” of a trip is defined as nor more than one day prior to or one day after the event.)

(b) Upon request, the University may prepay airfare using a Purchase Card or a Direct Payment Voucher signed by the traveler’s supervisor and the OU fund signatory for the fund from which the expense will be paid. This prepayment must be disclosed as an entry in the Travel Expense Summary when it is prepared upon completion of the trip. A copy of documentation detailing flight schedules from the airline or travel agent is required.

(c) The employee must provide the University with supporting documentation to be reimbursed for ticket purchases. Original receipts (stubs) are required.

(d) Airline club dues or fees are not reimbursable.

(e) Purchases of personal travel insurance are not reimbursable.

(f) Unused airline tickets are reimbursable only upon approval of the responsible Dean or Director and the OU fund signatory. The rationale for such reimbursements must be noted on the Travel Expense Summary.

Section 5.02 Reimbursement for Private Vehicle Use

The University will reimburse employees for business use of their personal vehicle for authorized travel. (See Appendix A for the "Schedule of Reimbursement Rates") The traveler may be requested to establish that use of a personal vehicle is cost effective in the circumstances in which it was used.

The University will reimburse employees for actual miles driven. However, the University will reimburse the employee only for the distance between Oakland University and destination or home and destination (whichever is less) when travel begins or terminates from the employee's home. Reimbursement for the use of a personal vehicle in lieu of air carrier is limited to the cost of coach airfare.

Mileage from home to principal place of work to home (commuting) is considered a personal expense and, therefore, not reimbursable by the University. Persons working more than a normal workweek at their principal place of work are not entitled to a mileage reimbursement for the commuting necessitated by this extra work or overtime.

The standard mileage reimbursement rate for all travel by private vehicle is intended to include the cost of depreciation of the vehicle, gas, oil, maintenance, and insurance. It is advisable that all employees who use their personal vehicles on business purchase adequate insurance. The employee should assure that the private vehicle driven on university business is covered by a minimum of $100,000 bodily injury and $300,000 property damage. The University has no liability for physical damage, theft, or other loss to an employee’s vehicle while the employee uses it for business The university has no liability for bodily injury and property damage when a private vehicle is used on university business.

All incidents/accidents arising from use of a vehicle on university business should be immediately reported to the university office of Purchasing and Risk Management at 248-370-4196.

Section 5.03 Use of University Vehicles -- DELETED

(The University Motor Pool was discontinued in 2004)

Section 5.04 Reimbursement for Rental Vehicles

Rental vehicle costs will be reimbursed only when the vehicle is necessary for the conduct of university business. Written justification and description of the business purpose must be attached to the Travel Expense Summary. Because of the potential liability associated with rental vehicles, their cost will not be considered justified by the offset from savings on other related lodging or travel costs. If using a rental vehicle, the traveler may obtain an automobile rental discount charge card from the Accounts Payable Department. Rental vehicle costs will only be reimbursed up to the lowest mid size rate. The University has discount cards for Hertz, Budget and Avis. When the insurance option is not taken, the OU Department sponsoring the trip will be responsible for any damage costs or assessments. Employees should be wary of rental car company insurance policies as many of them rent the vehicle with no coverage. Other optional fees for services provided by the car rental agency are not reimbursable.

Section 5.05 Reimbursement for Limousine Service

The University will reimburse employees for the actual cost of limousine service to and from the airport. The employee must submit a receipt for any amounts above $25.00 and demonstrate that the lowest cost alternative was taken. Airport shuttle services are generally available at low or no cost.

Section 5.06 Reimbursement for Taxi Service

The University will reimburse employees for the actual cost of taxi fare for travel related to university business. Receipts are required for amounts above $25.00 and the traveler may be required to demonstrate that the taxi fare was a lower cost alternative than the airport shuttle service if available.

Section 5.07 Reimbursement for Charter Services

Use of a private plane is not permitted for university business travel. In general, only common carrier costs are reimbursable by the university. A chartered air service may be used when it is determined to be financially advantageous to the university to do so. Also see policy #1270 in the Administrative Policies and Procedures Manual.

Section 5.08 Reimbursement for Tolls

The University will reimburse employees for the actual cost of tolls. No receipt is required for amounts of $25.00 or less.

Section 5.09 Reimbursement for Parking Fees

The University will reimburse employees for the actual cost of parking. However, the employee must submit a receipt if the actual cost is more than $25.00.

Section 5.10 Reimbursement for Other Transportation

Trains, Boats and other common carriers - Reimbursement for train fares or other such common carrier services are made at the lowest available coach rate for such transportation. The responsible Division Vice President must approve luxury or upgraded fare reimbursements. Back to Top

Article VI. Reimbursable Lodging And Meal Expenses

Section 6.01 Lodging

The University will reimburse employees for the actual cost of single-rate lodging (room charges and applicable taxes only). The employee must submit an original hotel or motel bill with the Travel Expense Summary. The receipt must show itemized charges; charge card statements are not acceptable.

Section 6.02 Room Sharing

When two or more employees share a room, only one traveler should claim the lodging bill on his or her Travel Expense Summary. The other Travel Expense Summary should be submitted together with it for processing or an explanation should be provided with the names of the other travelers on each Travel Expense Summary.

Section 6.03 Others Sharing Rooms

When an employee shares lodging facilities with others who are not University employees, the employee will be reimbursed at the single occupancy room rate only.

Section 6.04 Meal Reimbursement Conditions

Reasonable meal expenses, including gratuities, are reimbursable only when overnight travel is involved and the employee submits a hotel or motel receipt with the Travel Expense Summary. (Internal Revenue Service regulations for an “Accountable Plan”) If the overnight accommodation is free of charge, the employee should include a brief written statement explaining the circumstances along with their Travel Expense Summary. A meal will not be reimbursed when the time a person leaves or returns would indicate that the meal would not be normally eaten during travel time. Meal expenses are reimbursed only for the minimum time required for conducting university business for which the trip was taken. Meals are reimbursed at their undocumented actual amounts if they are at, or below, the maximum allowable rates. Specific meal reimbursements pursuant to the Business Meals and Hosting Policy, not part of a per diem reimbursement, that are more than $25.00 must be supported by a receipt. (Refer to Section 6.06)

Meal reimbursement is limited to those meals not prepaid in registration conference fees. Conference meals that are not included in the conference fee, but are predetermined and exceed the established individual maximum meal allowance, will be reimbursed at cost. A receipt or a copy of the brochure that documents the cost of the meal is required.

Key city maximum rates may be used when the overnight stay is in the following cities: See Appendix B.

Reimbursement will not be made for alcoholic beverages.

Section 6.05 Per Meal Maximums

The employee must use the per meal maximums when claiming reimbursement for one meal in a day. If the employee is claiming two meals in a day, they may take the per-day maximum less the reimbursement rate for the missed meal and will not be held to the per meal maximums. Maximum allowable meal costs are included in Appendix A. These maximums are to be reviewed and posted annually to this appendix by the University. Per meal maximums may be used, or the per-day maximums may be used when one of the meal’s cost is greater than the per-meal maximum. In all cases, only the actual cost of the meals is to be considered. When a per-day rate is claimed, receipts are not necessary.

Section 6.06 Meal Costs Greater Than The Maximums

A Divisional Vice President may approve meal claims greater than the allowable maximums but may not approve reimbursements for expenses greater than $25.00 when the traveler provides no original receipt. This exception approval facility may not be delegated.

Section 6.07 Meals For Guests

Meals for guests of the university are reimbursable. When requesting reimbursement for these expenses, the traveler must provide the name of the guest, the guest’s business affiliations and the purpose of the meeting at which the cost was incurred. This information must be provided with the Travel Expense Summary at the time reimbursement is requested.

Other entertainment expenses submitted for reimbursement must have the approval of the traveler’s Division Vice President.

For hosting expenses and business meals, refer to Policy #208. Back to Top

Article VII. Tips, Gratuities, Personal Expenses

Section 7.01 Domestic Travel

For domestic travel, tips (including baggage handling) will be reimbursed up to $10.00 for each trip. (This does not include meals; these are covered in section 6.04.)

Section 7.02 Foreign Travel

For foreign travel, tips will be reimbursed as part of the meal and incidental expense per diem rate published by the U.S. Department of State.

Section 7.03 Personal vs. Business Expenses

The university reimburses employees only for expenses that are related to the conduct of the university's business. It is expected that travel itineraries will be planned strictly to the business requirements of the trip. When the trip includes a spouse or other non-employees, all expenses connected with the personal portion of the trip must be fully documented and excluded from the reimbursement request. Generally, no travel destinations other than those required to conduct the University’s business will be allowable. Deviations from this requirement must document that the resulting cost is lower than the direct route alternative.

Section 7.04 Telephone Expenses

Personal telephone calls are not reimbursable. The University will reimburse the actual cost of telephone calls only when the calls were clearly for university business. Employees requesting reimbursement for telephone calls must document the business nature of the calls, including the dates, names and business affiliations of the persons they called. Receipts are required when the cost of calls exceed $25.00. Back to Top

Article VIII. Special Foreign Travel Considerations

Section 8.01 Meals

Meal expenses, including gratuities, incurred by travelers outside the continental United States will be reimbursed at actual cost up to the maximum per diem rates published by the U.S. Department of State. This information is available on the Web at http://www.state.gov/m/a/als/prdm. Select the year of travel, and then choose the appropriate file for the month of travel. Next, page down to the appropriate country and locality. The limit for meals and incidentals is the “M&IE RATE” (Column B).

The meal and incidental expense per diem rate includes charges for meals, gratuities and taxes; baggage handling and tips; and laundry and dry cleaning. Alcoholic beverages are excluded from the meal and incidental expense per diem rate and will not be reimbursed. Personal expenses such as in room entertainment, theatres, health club fees and local transportation not taken for business are not reimbursable.

Section 8.02 Receipts

The employee is not required to submit receipts for meals and incidental expenses that amount to less than $25.00. However, the employee should retain the receipts or maintain a log to properly document actual expenditures for each meal and actual daily incidental expenditures.

Section 8.03 Foreign Exchange Currency Costs

The university will reimburse foreign currency exchange costs when documented. The traveler must make reimbursement claims for US Dollars and no other currency.

Section 8.04 Visit Visas

As noted earlier in section 1.03, persons traveling on a "temporary visitor " visa may qualify for reimbursement of travel expenses. The University will require copies of the visa, I-94 and the passport to validate Travel Expense Summary claims. More information can be obtained from the Manager of Accounts Payable.

Section 8.05 Insurance

Oakland University purchases foreign liability insurance for university activities that involve travel to countries outside the United States, its territories and possessions, and Canada. All foreign locations are insured under this policy except those countries or jurisdictions that are the subject of trade or economic sanctions imposed by the laws or regulations of the United States. The Office of Purchasing and Risk Management must approve all university funded (including grant funded) travel that involves employee travel to one of these excluded countries or jurisdictions.

University employees are covered by the university's workers' compensation coverage, and for acts of alleged negligence that may attach liability to the university when employees are acting within the scope of their authority. Departments are to maintain information on foreign travel (to include name of employee, dates of travel, countries visited and the purpose of the trip). The University’s insurance carrier may audit the foreign liability policy so this information should be kept for three years.

Risk Management, through its self-insurance corporation, M.U.S.I.C., has access to an Executive Assistance Program (EAP), which can assist employees with medical, legal and political issues or circumstances while in foreign countries. It is offered free of charge to Oakland employees traveling overseas on OU business. Please call the Office of Purchasing and Risk Management at 4196 for further information.

There are several Internet web sites that provide useful information for overseas trips. Please check http://www.state.gov/ for the U.S. State Department’s general updates and warnings of unrest or natural disasters on foreign countries. You can also investigate health issues, including vaccinations, at the Center for Disease Control’s web page, http://www.cdc.gov/. If you are interested in other sites, please call the Office of Purchasing and Risk Management. Back to Top

Article IX. Fees For Conferences and Seminars

Section 9.01 Conference Expenses

The University will reimburse employees for the actual cost of conference expenses. The employee must provide a receipt. Conference fees are usually paid in advance when the traveler provides adequate documentation about the conference along with the direct payment voucher. When conference costs are paid directly or in advance, they must still be included in the Travel Expense Summary. A copy of the conference brochure or itinerary must be attached to the Travel Expense Summary. Back to Top

Article X. Reimbursement Procedure

Section 10.01 Travel Expense Summary

An OU traveler must complete a Travel Expense Summary and submit it to the Accounts Payable Department within thirty days of the date of their return or within 15 days of their return if they had a travel advance. The Travel Expense Summary (see Policy #1211) must properly reflect all of the costs associated with the trip and it must be accompanied with all required supporting documentation. The Travel Expense Summary is used to either repay unused travel advance amounts or to make claim for additional reimbursement due to the traveler. The Travel Expense Summary must be signed by the traveler’s supervisor and the signature authority of the funds to be charged with the travel expense if they are different persons. The funding authority signer is responsible for assuring that the requested reimbursements are consistent with the university’s travel expense reimbursement policy and that the summary is an accurate reflection of all expenses associated with the travel event. The traveler’s supervisor and the funding authority signer may not delegate the responsibility for approving Travel Expense Summaries and vouchers (although they may wish to have someone on their staff review the detail within the report that is being approved).

Section 10.02 Partial Reimbursement

If the traveler cannot wait to be reimbursed for the entire travel event and must request partial reimbursement prior to submitting the Travel Expense Summary, a Direct Payment Voucher (DPV) can be completed and submitted to the Accounts Payable Office for reimbursement. This may occur when payment is made by the traveler in advance for conference fees, reservations or other travel event related costs. The Direct Payment Voucher must be signed by the traveler’s supervisor and the signature authority of the funds to be charged with the travel expense if they are different persons. The OU fund signatory is responsible for assuring that the requested reimbursements are consistent with the university’s travel expense reimbursement policy, that the voucher is an accurate reflection of the expenses associated with the travel event and that the DPV information is included on the Travel Expense Summary when it is completed at the end of the travel event. The traveler’s supervisor and the OU fund signatory may not delegate the responsibility for approving Travel Expense Summaries and vouchers (although they may wish to have someone on their staff review the detail within the report that is being approved).

Section 10.03 Holding Reimbursement

If the funding authority desires to hold the Travel Expense Summary for a period longer than thirty days, they must provide a copy of the approved the Travel Expense Summary to the Accounts Payable Manager with an explanation for the delay and an expected date for actual submission for reimbursement. Travel Expense Summaries involving cash advances cannot be delayed beyond the 15-day requirement. Back to Top

Article XI. Sickness, Injury, Accident, Emergency

The Office of Purchasing and Risk Management publishes a brochure entitled “Oakland University Foreign Travel 2000” that offers advice to travelers who encounter problems while on business travel out of the country. Contact them at 248-370-4196 to obtain a copy. Back to Top