Section: Financial
Policy Number: 3-7
Policy Name: University Travel and Business Hosting Policy
Date: October 10, 1988
Revised: September 26, 1990; July 1994; June 1, 1996; September 20, 2000; March 16, 2001; August 7, 2002; September 23, 2004; July 1, 2005; September 12, 2005; September 7, 2006; August 11, 2008; February 2010; December 2010; August 1, 2013

Quick Reference Guide:  

  1. PURPOSE

  2. This policy's purpose is to define and establish an understanding of the University travel and business hosting policy and procedures, describe charges and reimbursable expenditures, and inform employees and expense report approvers of their responsibilities in managing and reporting business travel and business hosting related costs. Additionally, this policy is intended to create a format for complying with and administering an "accountable plan" as required by IRS regulations regarding travel and business hosting. Non-compliance may subject the University to financial risks including tax assessments, interest, and penalties.

  3. POLICY

  4. Charges for full or partial expenses connected with University work-related business travel, including attendance at professional meetings, may be approved for faculty, professionals, staff, and authorized students according to the following guidelines and limitations. Departmental units may develop their own additional business-specific policies that meet their needs. Departmental policies may be more, but not less, restrictive. If the travel or business hosting is to be charged to contracts, grants, or gifts with more restrictive limitations, those limitations will apply. All travel and business hosting expenses are subject to audit. All reimbursement payments will be made by direct deposit to the same employee account selected for payroll deposits.


    Charges for travel and business hosting expenses incurred while on official leave from the University require specific approval in advance by the Provost for personnel in academic units and by the Executive Vice President for personnel in administrative units, except as noted in Section 3 of the Faculty Handbook.

    1. PRINCIPLES

      1. Travel and business hosting must be consistent with the business and professional needs of the University.

      2. Employees must: Conduct University business with integrity, in compliance with applicable laws, rules, and regulations in a manner that excludes consideration of personal advantage.

      3. Exercise good judgment and travel on University business in a cost-efficient manner.

    2. PRIOR APPROVAL OF TRAVEL

      1. Each dean or vice president (or their designee) will determine prior travel approval requirements, if any, for personnel in departments reporting to them. If the traveler does not report to the unit or department sponsoring the travel, advance approval from the sponsoring unit or department is required.

      2. Regarding travel funded from grants and contracts, in most cases federal agencies require that any travel be specified in the budget for faculty, staff and students. Some federal agencies require written prior approval for out-of-country travel charged to federally sponsored contracts and grants (including federal "pass through" funds). Direct any questions regarding a particular grant or contract to the Office of Sponsored Programs.

    3. FUNDING TRAVEL EXPENSES

      1. University of Delaware (UD) Credit Card

        1. The UD Credit Card (presently a Visa card) is available to University employees to use for travel related expenses. Visa's guide to benefits in addition to other documents and information about the UD Credit Card are posted on the Procurement website in the cards section.

        2. The UD Credit Card must be used for payment of airfare, rail, car rentals (other than those obtained through the Motor Pool (see II.I.4b.)), shuttle services, bus tickets, lodging, meals if entertaining, and other expenses necessary for work-related University travel. Verification of expenses and submission of reimbursements and settling of any cash advances, along with necessary original receipts, must be submitted no later than thirty (30) days after the ending date of the business activity. A traveler will assure verification and approval through the online tool, Works. All original receipts, along with a printout of the monthly expense report, will be maintained by the traveler or traveler's card administrator (as department policy dictates). Refer to Policy 5-22 for additional information about the UD Credit Card policy.

        3. Expenses charged to the UD Credit Card are the responsibility of the cardholder. The University of Delaware and/or Bank of America may cancel individual UD Credit Cards at any time upon reasonable suspicion of abuse. The card will be automatically canceled upon termination of employment at the University of Delaware.

      2. Approval of Expenses or Reimbursement

        1. Charges for travel expenditures must be approved by the traveler, reviewed and approved by the traveler's card administrator, and audited by the traveler's independent reviewer.

        2. The traveler is personally accountable for the accuracy and veracity of the University UD Credit Card transactions and or the Reimbursement Request submitted in Works and ensuring they conform to University travel policies and procedures. In addition, the traveler's supervisor (or designee) must approve any reimbursement in accordance with a process that meets the minimum requirements outlined in the posted reimbursement request process (look under "Reimbursements" for the two versions of the process) published by Procurement Services.

        3. Travel and business hosting expense approvers and card administrators are responsible for:

          1. Ensuring that others understand the travel policy and the need to exercise good judgment while traveling
          2. Ensuring that the trip was taken for a legitimate University business purpose
          3. Reviewing and approving expense documentation or reports and backup for appropriateness and correctness

        4. Individual departments or units may impose additional approval requirements as deemed appropriate.

      3. Travel and Business Hosting Advance and Project/Program Cash Advances

        1. Eligibility for Project/Program Cash Advances

          University employees, supplemental faculty and professionals, graduate students, and fellows on contract, who are being paid by the University, may have a need for a cash advance to assist in financing University-authorized business where other payment options such as the UD Credit Card may not suffice. Such individuals are eligible to request a cash advance. An employee may also have a need for a cash advance for a special project or research program, such as for payments to individuals participating in human subject research.

        2. Procedure for Receiving Cash Advances

          1. Cash advances may be requested by the eligible traveler and approved by the account code administrator by completing the UD Credit Card Enrollment Request Web form. A section of the application applies to UD Cash Advance Cards. The same application is used to request a new UD Cash Advance Card or to add funds to an existing UD Cash Advance Card. Requests for cash advances must clearly explain the items for which cash is requested.

          2. The default procedure to issue a cash advance is through a UD Cash Advance Card. If this will not fulfill the specific need, other means may be discussed with Procurement Services. The completed application must be received in the Procurement Services office at least ten business days prior to the need if a first-time UD Cash Advance Card is to be issued or five business days if it is to reload an existing card with funds. Cash advances normally will be issued no earlier than five business days prior to the planned travel or program event.

          3. Cash advances normally will not be issued for less than $200.

        3. Reconciliation of Cash Advance Amounts

          1. Advances must be reconciled with complete and correct documentation within 30 days following the ending date of the business activity.

          2. Any unused portion of the cash advance must be repaid as part of the initial reconciliation.

          3. Users of the cash advance service are personally responsible for the appropriate use and timely resolution of cash advances. Cash advances must be settled by verifying and "signing off" on expenses in the expense reporting tool Works and by supplying receipts and worksheets to the traveler's card administrator for reconciliation. Failure to reconcile the cash advance amounts on a timely basis may result in the full amount of the cash being deducted from the traveler's next paycheck.

          4. Failure to adhere to the cash advance reconciliation procedure will result in denial of any additional advances until the unresolved advance has been appropriately reconciled. Other disciplinary and collection action may be required to collect on the cash advance as explained below. Such actions may commence unless Procurement Services is advised and presented with documented, acceptable special circumstances.

          5. If the verification/signoff process of the cash advance user's UD Cash Advance Card account is more than two billing cycles overdue, the user's department supervisor will be notified and a repayment schedule will be arranged for the user by the user's supervisor and Procurement Services. If the cardholder does not adhere to the repayment schedule, payroll deduction of the cash advance will be instituted.

          6. Repayment checks should be made payable to the University of Delaware and should be submitted to the card administrator who will process a cash transmittal. Cash advances for students that remain unresolved after two billing cycles will be charged to their student account.

    4. OUT-OF-POCKET TRAVEL EXPENSES

      1. Reimbursement is made only for necessary expenses of a traveler in the performance of his or her official duties that have not been charged to the UD Credit Card. Expenses reimbursed by any other entity (government, corporation, association, organization, individual, etc.) may not also be reimbursed by the University. If expenses paid by the University have been reimbursed by any other entity, the traveler must remit the amount of the reimbursement to the University of Delaware.

      2. Procedure: Out-of-pocket expenses must be itemized in the Works application on a Reimbursement Request. The Cardholder and Card Administrator both will signoff on the transaction to verify correctness and eligibility for reimbursement. The documentation that supports the transaction must include evidence that the traveler's supervisor (or designee) approves the expense. An independent reviewer is required to audit expenses as specified in Policy 5-22.

      3. Receipts: Original, itemized receipts are required for all travel related expenditures charged and out-of-pocket expenses in excess of $10.00 with the exception of personal meals, taxis, and public transportation (such as local bus and subway) as noted below.

    5. UNALLOWABLE TRAVEL AND BUSINESS HOSTING EXPENSES

    6. Expenditures including, but not limited to, charges for babysitting, fines for traffic violations, boarding of pets, travel insurance, accident and life insurance, additional car insurance coverage, loss or damage to personal property, valet service, periodicals, repairs to personal vehicles used for work related purposes, movies, as well as travel expenses for any person or companion without an authorized UD business purpose, are not permissible under this policy.

    7. MEALS AND BUSINESS HOSTING EXPENSES

      1. Meals and Business Hosting

        1. Non-University Personnel

          1. The cost of entertaining non-University personnel for business purposes (such as candidates for employment and guest speakers) is expected to be consistent with reasonable hospitality. Accommodations and meals are available on campus and in the Newark area at moderately priced facilities, and these facilities should be considered when making arrangements. Procurement Services suggests a list of such facilities at the Procurement website.

          2. The cost of meals should be reasonable and customary. "Reasonable" is to be determined by the account code administrator and/or supervisor of the UD Credit Card user or Procurement Services. Individual departments may elect to establish lower per-person limits.

          3. Receipts are required for all meals when entertaining, regardless of the amount, and the UD Credit Card must be used whenever possible. Documentation of expenses is the responsibility of the cardholder. Detailed receipts must be augmented with the name of the guest(s), the affiliation with the University, the names of the University representatives, and the business purpose of the gathering.

          4. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. When a guest's spouse or domestic partner is present, the University representative(s) may include his or her Spouse or domestic partner; otherwise, business hosting charges are limited to employees and/or students. If more than four University personnel are involved in entertaining guests, prior approval of a vice president, associate vice president, dean or equivalent administrative officer is required and business hosting expenses must be charged to discretionary funds.

          5. Note: Under this University Travel and Business Hosting Policy, "Domestic Partners" shall be defined as same-sex partners who have executed and filed an Affidavit of Domestic Partnership with Human Resources-Benefits. In addition, any reference to spouse is meant to include domestic partner.

          6. Meals for guests at area restaurants may not be charged directly to a University account with the restaurant.

          7. Requests for payments directly to non-resident aliens (non-U.S. citizens who are neither permanent residents nor resident aliens) must be supported by documentation that indicates they are present in the U.S. under a visa type that allows such payments under Citizenship Immigration Services and Internal Revenue Service regulations. Examples include, but are not limited to, honoraria and payment for services. Before commitments are made to international guests, the University's Office for International Students and Scholars should be contacted to determine payment requirements. All payments may be subject to federal income tax withholding unless exempt under a U.S. treaty with the visitor's home country. Information on treaty provisions is available in the Human Resources Department. A current UD W-8 form must be on file in Procurement Services before any payment will be made.

        2. University Personnel

          1. Business hosting charges for group work-related meals and refreshments are authorized at reasonable actual costs. University facilities or services should be utilized whenever possible. The UD Credit Card should be used and original receipts are required for all meals, regardless of the amount, and must be maintained by the University employee for reconciliation of business hosting charges. Business hosting charges for meals are limited to the guest(s) and up to four University representatives. Just as indicated above, accompanying documentation must indicate the names of the participants, their affiliation with the University, and the purpose of the meeting.

          2. Business hosting expenses for refreshments and meals for University personnel for one annual "get together" event and for service recognition and retirement functions requires the approval of a vice president, associate vice president, dean or equivalent administrative officer and may not be paid or reimbursed with basic budget, state or federal funds.

          3. Meals and refreshments for events such as holidays, birthdays and showers, Administrative Professionals Day, etc., are considered personal expenses for which use of University funds is prohibited. Except as approved by the Office of the President, social, sporting and other similar club memberships are ineligible to be paid with University funds. In cases where it is appropriate to send gifts or flowers to an employee (e.g., death in the family or other major life event), such gifts must be reasonable and customary, may not be paid or reimbursed with basic budget, state or federal funds and must be consistent with other aspects of University policy concerning gifts (see Policy 3-23: Policy on Gifts/Mementos to External Parties).

          4. No charges are permitted to University basic budget or self-supporting, state or federal accounts for alcoholic beverages. Exceptions not specifically referenced require approval of the Provost for academic departments and of the Vice President for Finance for administrative departments.

      2. Personal Meals While Traveling – Per Diem Reimbursement

        1. Reimbursement for personal meals and incidental expenses is on a per diem basis. Personal meals are those incurred when traveling on an out-of-town business trip. Incidental expenses are those incurred for personal use such as personal care products, newspapers, periodicals, etc. A per diem is an allowance that is determined by University policy to cover meals and incidentals while on business travel. The University of Delaware has adopted the per diem rates as set by the federal government for its agencies and affiliates.

          Typically domestic per diems are set by the U.S. government once a year and foreign per diems may change as frequently as monthly due to currency fluctuations. Foreign per diems as set for the months traveled are to be applied for travel expenses abroad. The per diem limits for meals and incidentals for domestic and foreign travel are found at the following websites:

          1. Domestic per diem rates

          2. Foreign per diem rates

        2. Domestic and foreign per diem rates are reduced for the first and the last day of travel to 75% of the full daily per diem rate.

        3. With the use of per diems, meals of the traveler are considered a personal expense and should not be charged on the UD Credit Card. Any personal meals that are charged on the UD Credit Card must be reimbursed by the traveler or deducted from their per diem reimbursement. In addition, meal receipts for a traveler's PERSONAL meals are not required unless charged to the UD credit card or the department has elected to permit meal and incidental reimbursement on an actual receipt basis.

        4. For both the domestic and the foreign per diems, a college or department may elect to impose a more restrictive policy (including requiring receipts for personal meals and incidental expenses). Any alternative policy must clearly address the per diem restrictions for the first and last days of travel.

          Note: Any reimbursement of meals and incidental expenses based on actual receipts must not exceed the total per diem allowance for the trip. A complete reconciliation of the meals and incidental expenses and the per diem allowance must be included as supporting documentation for the expenses.

        5. When an outside agency pays for meals, the traveler's claim for the per diem must be adjusted by the amount of the meal provided by the outside agency in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

        6. If a traveler is attending a conference where a meal is provided, the traveler's claim for the per diem must be adjusted by the amount associated with the meal provided by the conference in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

        7. When a traveler is entertaining individuals on behalf of the University, the traveler may submit the meal receipt according to policy when reconciling the guests as well as the traveler's meal. The traveler's claim for the per diem must be adjusted by the amount of the meal included in the business hosting receipt in accordance with the Meals and Incidental Expenses Breakdown Table for domestic travel or Appendix B of the Federal Travel Regulations for foreign travel.

        8. Only trips involving out-of-town travel away from home or the traveler's usual work location for more than 12 hours qualify for per diem meal and incidental expense reimbursement. Reimbursement for such trips that do not include an overnight stay will be 75% of the full day per diem for the destination city.

    8. LODGING

      1. Lodging charges should be kept to a minimum by requesting standard accommodations whenever possible. It is expected that the traveler will exercise prudent judgment in selecting a place to stay and will endeavor to obtain the lowest commercial rate available. Original detailed receipts (hotel folio) must be obtained by traveler. Lodging expenses may include business telephone calls, luggage storage if needed, and tips for service.

      2. Unallowable charges include: in-room movie rentals, mini-bar, recreational fees, costs for failure to cancel reservations, and laundry. These personal incidentals should not appear as charges on the UD Credit Card but if they do, they must be reimbursed to the University by the traveler.

      3. Expenses for spouse, domestic partner, or traveling companion charges for all travel expenses, including meals and lodging, is limited to the University employee traveling on authorized University business and does not include expenses for a spouse, domestic partner, or other traveling companion. (See II.J.2. for exception for extended stays).


    9. REGISTRATION FEES

    10. Registration fees should be charged on a UD Credit Card. In cases where the UD Credit Card is not accepted, a FIN Requisition/Vendor Payment Request web form should be completed and forwarded to Procurement Services. The request is to be accompanied by a letter or registration form which will be mailed along with the payment by Procurement Services to the seminar or conference sponsor.

    11. TRANSPORTATION

    12. The mode of transportation selected is to be justified on the basis of the most economical use of the traveler's time and the requirements of the trip. If, for the convenience of the traveler, an indirect or interrupted route is chosen, any additional expense will be borne by the traveler. Expenses will be based only on such charges as would have been incurred by a usually traveled route.

      1. Air travel

        1. When traveling by commercial airline, accommodations are to be for coach or economy class. The University will allow a single class upgrade from the lowest published coach or economy class fare for flights with destinations outside the contiguous United States provided all three of the following requirements are met:

          1. The flight itinerary for the ticket to be upgraded must include a single leg that includes at least 6 hours of continuous flying time.

          2. The upgrade is approved by the traveler's dean or vice president and such approval is documented.

          3. The cost difference between the lowest published coach or economy class and the upgraded class is charged to a discretionary purpose code.

        2. Faculty leaders of the Institute for Global Studies study abroad programs are not eligible for the single class upgrade under this policy while traveling on these programs with students.

        3. Foreign air travelers using federal funds or federal pass-through funds must comply with the Fly America Act, 41 Code of Federal Travel Regulations (CFR), Chapters 300 through 304, part 301-10.131 Use of United States flag air carriers, www.gsa.gov/federaltravelregulation and information related to "Open Skies Agreements" at www.gsa.gov/portal/content/103191. Additional information is available in the UD Research Office.

        4. In order for an international flight to be in compliance with the Fly America Act, the two character code of a U.S. flag air carrier must be part of the flight number indicated on the airline ticket, boarding pass or passenger receipt.

        5. Federal grant sponsors require awardees to make use of U.S. flag air carriers to fly from the U.S. to an international destination (with the exception of European nations as described in section 1h below) when service is available unless one of the following circumstances apply:
          1. For travel originating in the United States, if a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from the origin to the destination, the traveler must use the U.S. flag air carrier service unless such use would extend travel time, including delay at origin, 24 hours or more.
          2. For travel originating both within and outside of the United States, if a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between the origin and the destination, the traveler must use a U.S. flag air carrier unless, when compared to using a foreign air carrier, such use would:

            • Increase the number of aircraft changes that must be made outside of the U.S. by two or more;
            • Extend travel time by at least six hours or more; or
            • Require a connecting time of four hours or more at an overseas interchange point.
          3. U. S. carriers must be used even if foreign air carriers are cheaper or more convenient.
        6. Most federal agencies accept code-sharing agreements between U. S. and foreign air carriers when the U.S. carrier’s designator and flight number are identified on the ticket or documentation. The ticket must be issued by the U.S. carrier.
        7. Some funding sources may have more restrictive policies. Travelers using federal funding sources must comply with the most restrictive of the applicable policies.
        8. An exception to the use of U.S. carriers is for travel to European Union (EU) nations when the traveler is not a federal government employee and cannot take advantage of GSA Airline City Pair Contract Fares and is using the EU Open Skies Transportation Agreement. (Members of the European Union are: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden and United Kingdom.)

          1. Such travelers may use foreign carriers to fly between the U.S. and EU nations.
          2. Foreign carriers can also be used for travel from the U.S. to a point outside the EU if the airline originates, arrives or stops in the EU.
          3. Additional exceptions are for use of the Open Skies Agreements for Australia, Switzerland and Japan. Use of any Open Skies Agreement requires additional documentation. Please contact the Research Office for additional details.
        9. Additional information is available in the UD Research Office. Exceptions to compliance with the Fly America Act must be fully documented prior to the purchase of any travel. Please contact the Research Office for assistance. The” Fly America Act Waiver Checklist” is available on the Research Office website using this link: Fly America Act Waiver Checklist.
        10. Airline tickets must be purchased by the traveler (or her/his designee) on an approved UD Credit Card or on a purchase order under a separate University contract. The University's preferred travel management company, Egencia, should be used whenever possible. An original passenger receipt or printed e-ticket invoice must be maintained by the traveler for verification of travel.

      2. Rail or Bus

        1. Rail and bus fares on any trip should be the least costly option consistent with the University business travel policies. The traveler should take advantage of round-trip or excursion rates whenever possible. Business class seats are the acceptable class of service. Any seating upgrades will be at the traveler's personal expense. Use of first class service on Amtrak trains is not permitted.

        2. Train tickets must be purchased by the traveler (or his/her designee) on an approved UD Credit Card.

      3. Taxi Fares and Public Transportation

        1. Taxi fares are reimbursable only when it is necessary to use such means of transportation. Receipts are not required, but taxi costs are to be itemized when reconciling travel expenses and submitting a request for reimbursement. Taxi fares may also be charged on the UD Credit Card.

        2. If public transportation such as a local bus or subway is used, charges are to be itemized but receipts are not required.

      4. Car
        1. Rentals – Commercial

          1. When a rental car is necessary, the University traveler should make every effort to book their transportation rental needs through Egencia, the preferred travel management company of the University.

          2. Car rentals should be charged to the traveler's UD Credit Card or on a purchase order under a separate University contract. At the end of the travel, the original rental agreement and invoice must be maintained by the UD Credit Card Administrator for reconciliation of the business expense.

          3. The University provides full primary insurance coverage for short term rentals (under 30 days) of automobiles by employees on University business anywhere in the United States, its territories and possessions, and Canada. The traveler should refuse car rental insurance offered by the commercial agency, except as noted below. For business rentals or leases lasting 30 days or longer, contact the Office of Risk Management to have car insurance provided.

          4. For rentals by employees in countries other than United States or Canada, the minimum automobile liability insurance required in the country where the vehicle will be rented or where it will be utilized should be purchased directly from the car rental agency.

        2. University-owned vehicles

        3. University-owned vehicles are generally available for business travel through the Motor Pool. If a University vehicle is used, mileage will be charged to the appropriate travel account; credit cards for gasoline will be provided with the vehicles.

        4. Privately owned vehicles

          1. At the discretion of the traveler's supervisor, privately owned vehicles may be used for University travel.

          2. Use of a privately owned vehicle is reimbursable at the U.S. Government reimbursement rate as posted on the government website, www.gsa.gov/mileage. The posted rate is intended to cover all operating expenses, including repairs, insurance, gasoline, depreciation, towage and other similar expenditures. Official travel by private vehicle is based on the actual driving distance using the most direct route. University automobile liability insurance coverage for privately owned vehicles used for University business is limited to secondary coverage; the vehicle owner's automobile insurance is the primary coverage. University liability coverage will apply only to claims which exceed the vehicle owner's insurance. The University does not provide physical damage coverage for privately owned vehicles. For more information on automobile coverage, refer to Policy 3-1.

        5. Parking and Toll Charges

        6. Parking and toll charges are allowable travel expenses. Tolls and parking should be charged to the UD Credit Card where feasible; when cash is used, tolls and parking expenses will be reimbursed. Original receipts or stamped parking tickets showing the exact payment made and date are to be submitted for each expense that exceeds $10. Validated parking should be utilized when available.


    13. EXTENDED STAYS OF THIRTY (30) DAYS OR MORE

      1. Study Travel Programs

      2. University of Delaware faculty or other personnel conducting study abroad and/or domestic study travel programs sponsored by the Institute for Global Studies will use the following guidelines. Study travel programs include those offered at locations abroad or within the U.S. but outside of the State of Delaware and which offer credit courses to students.

        1. Lodging and Travel:

        2. Expenditures for lodging and travel arrangements and associated expenditure requests must have approval in advance from the Institute for Global Studies (IGS). Charges for such expenditures must be evidenced by original itemized receipts. Receipts are not required for daily meals and incidental expenses with per diem rates, described below, prevailing. Except in special circumstances and with pre-approval by IGS, University faculty and other personnel accompanying programs with a duration in excess of thirty (30) days must be accommodated in lodging with cooking facilities.

        3. Meals and Incidental Expenses (M&IE):
        4. Meals and incidental expenses will be reimbursed on a per diem basis as follows:

          1. Accommodations that do not include cooking facilities

            1. Foreign locations: Maximum of $34 or 50% (whichever is greater) of the US Department of State daily M&IE allowance established by locale for foreign locations including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.

            2. Domestic locations: Maximum per diem is the US Department of State daily M&IE allowance by location.

          2. Accommodations that include cooking facilities

            1. Foreign locations: Maximum of 40% of the US Department of State daily M&IE allowance established by locale for foreign locations including the Trust Territory of the Pacific Islands, Alaska, Hawaii, Puerto Rico, and territories and possessions of the U.S.

            2. Domestic locations: Maximum per diem is 75% of the U.S. Department of State daily M&IE allowance by location.

          3. For Foreign travel under the Study Travel Programs, the per diem for the first and last day of travel at the full per diem rate as described above is permitted.

          4. Questions pertaining to Meals and Incidental Expenses for Study Travel Programs may be directed to the Institute for Global Studies, x2852.

            1. Link for domestic per diem rates

            2. Link for foreign per diem rates

          5. The approved amounts can be adjusted according to the travel destination, length of stay, ability of the traveler to make use of local establishments, and ancillary needs discussed with the Institute for Global Studies and individual college or department account administrators before the travel occurs.

      3. Spouse, Domestic Partner, and Dependents

      4. Except as limited by contract/grant or gift restrictions, roundtrip economy air fares for international travel for accompanying spouse, domestic partner, and dependent children (under 18 years of age) may be included as part of the project budget where the minimum stay is greater than 60 days. Employees traveling on extended leave which is funded from external awards should contact the Research Office for sponsor regulations governing dependent travel. No cost-of-living supplement beyond that for project personnel may be included. Airfare that is purchased by the University for a spouse, domestic partner, and dependent children represents taxable income to the employee and will be reported to the Internal Revenue Service on Form W-2.


    14. TRAVEL EXPENSES OF NON-UNIVERSITY PERSONNEL

      1. Except for extended visits to the University of Delaware, reimbursement of travel expenses to an individual other than University personnel, e.g., colloquium speaker, visiting faculty, prospective employee, etc., is subject to the same policies that pertain to University personnel.

      2. For visits of 30 days or more to the University by visiting faculty and professionals, when reimbursement for living expenses is being provided by the University, the department administrator may approve a per diem method and amount in lieu of actual expense reimbursement. The maximum approved per diem amount may not exceed the U.S. Department of State's daily per diem allowance for this area.

      3. An administrative officer will complete a FIN Request for Payment to Individual web form for the non-University personnel and attach any required receipts. After approving the expenditure, it will then be processed for payment in accordance with the usual electronic procedure. The reimbursement check will be issued by Procurement Services to the non-University personnel.

      4. For payments or reimbursements made to or for non-resident foreign visitors, the visitor must hold a current visa type that allows such payments. Prior to inviting such visitors to campus, contact the Office for International Students and Scholars (OISS) for sample invitation letters that explain visa requirements appropriate for the purpose of the visit. For a complete list of visa types and restrictions on payments, contact OISS.

      5. Visiting faculty members, including distinguished foreign scholars, who live more than one hundred miles from campus and who are invited to teach at the University of Delaware during a semester may be reimbursed for one round trip from their homes to the Newark campus. Rail or airfare reimbursement will not exceed the cost of a single round trip economy fare plus reasonable ground transportation, and automobile travel reimbursement will not exceed the standard mileage rate. This travel expense reimbursement is not intended for regular University of Delaware faculty. Before a department may commit funding to a visiting faculty member, approval must be obtained from the dean. The dean will determine how best to allocate limited funds and weigh the potential contribution to the University of each proposed visitor.

    15. COMBINATIONS OF UNIVERSITY TRAVEL AND PERSONAL TRAVEL

      1. Expenses payable by others

      2. If a traveler is taking a trip that is payable jointly by the University and another entity, the University will pay for its share of the actual fare necessary for University business. The traveler is responsible, through a cash transmittal, to reimburse the University for any charges for the trip reimbursed by another entity. When an outside agency pays for meals or lodging on behalf of the traveler, the traveler may not claim full per diem for the affected days of the trip. The amount paid for the trip from all sources may not exceed the total expenses incurred.

      3. Indirect Routes

      4. If a traveler interrupts a direct route while on University business for non-University business, reimbursement for the mode of transportation selected will be at either the actual charge or the charge that would have been incurred by traveling the direct route by the most economical means, whichever is less. The charge for the direct route must be documented at the time of booking.


    16. STUDENT TRAVEL

    17. Students traveling for the University are to follow the same policies as University employees. Student travel charged to grant accounts must be specified in the approved grant budget before the travel occurs. Contact the Office of Sponsored Programs to determine if the travel is allowed under the terms of the specific grant.

      Appropriate student travel supported by a University department may also be charged to "private" awards and gifts if the conditions of the agreement or gift restrictions permit such charges to supplemental funds or to discretionary funds.

      1. Travel Reimbursement Policy for Students Representing Recognized Student Organizations.

      2. University funds are not normally used to cover the cost of student travel. There may be occasions that warrant an exception to this policy. If a recognized student organization believes an exception should be made, students must adhere to the following policies and procedures:

        1. Money to reimburse student travel must have been budgeted by the organization and approved by the Student Center Allocation Board or Athletics/Recreation, wherever the student club is appropriately administered.

        2. Each request will be considered on its own individual merits taking into account the funds available.

        3. Before taking a trip by car, availability of University vehicles maintained by the Motor Pool should be determined. If a University vehicle is used, mileage will be charged to the student organization; tolls and parking may be reimbursed to the driver (receipts must be provided.) Credit cards for gasoline may be obtained at Motor Pool and must be used if gasoline is needed. When signing the receipt for gasoline, the individual must sign his or her own name and indicate the name of the organization he or she is representing.

        4. Lodging expenses should be kept to a minimum by requesting standard accommodations and taking advantage of any convention or educational discounts.

        5. Students traveling on University business will be afforded the same per diem reimbursement as employees. (See section II.F.2 of this policy).

        6. Miscellaneous – Luggage expenses, telephone, and service charges must be itemized on the request for reimbursement, when such expenses are not included as part of the hotel bill. Taxi, bus, and subway charges must be itemized. Registration fees must be substantiated by a receipt.

    18. APPROVAL OF EXCEPTIONS

    19. Exceptions to this policy must first be approved by the Provost (or their designee), for academic units, or by the Vice President for Finance and Administration (or their designee), for administrative units and then submitted to the Director of Procurement Services for final approval.


Submitted by: Procurement Services

Appendix-A Receipt and Documentation Requirements Guide


Reference

Description

Section Reference

Prior Approval of Travel
  • Documentation requirements to be determined by Dean or VP.
  • For travel funded by Federal Grants or Contracts the Sponsoring Agency may require further documentation.

II.B

UD Credit Card Travel or Business Hosting Transactions
  • All original receipts and a printout of the monthly expense report will be maintained by the traveler or the traveler's card administrator (as department policy dictates)
  • Verification of expenses, submission of reimbursements and settling must be submitted no later than 30 days after the ending date of the business activity
  • See Policy 5-22 for additional info on UD Credit Card policy

II.C.1

Approval of Expenses or Reimbursement
Travel expenditures must be:
  • approved by the traveler
  • reviewed and approved by the card administrator
  • audited by the independent reviewer

II.C.2

Approval of Reimbursement Requests
  • The traveler's supervisor (or designee) must approve any reimbursement in accordance with the reimbursement request process adopted by the traveler's department.

II.C.2

Reconciliation of Cash Advance Amounts
  • Cash advances must be reconciled and supported with correct documentation within 30 days after the end of the related business activity

II.C.3

Out of Pocket Travel Expenses
  • The supporting documentation must include the approval of the traveler's supervisor or designee for the expense
  • Itemized receipts are required for all travel related expenditures over $10 except those related to per diem and taxi fares or public transportation.

II.D

Meals and Business Hosting
  • Receipts required for all meals when entertaining.
  • Receipts must be augmented with:
    • Guest name
    • Affiliation with UD
    • UD representatives names
    • The business purpose of the meeting

II.F

Payments to non-resident aliens
  • Documentation indicating they are eligible to receive payment based on their Visa type
  • Current W-8 form must be on file with Procurement

II.F.1

Personal Meal Reimbursement – Per Diem basis
  • Personal meals and incidental expense under a per diem do not require a receipt
  • Traveler should check the per diem rate for the destination city
  • For the day of departure and the day of return the per diem reimbursed is 75% of the allowable per diem
  • If any personal meals are paid for by a third party or provided as a portion of an event or conference, the per diem reimbursement must be adjusted for the provided meals

II.F.2

Personal Meal Reimbursement – Actual Receipt basis
  • Any Department or Unit can require or permit the use of an Actual Receipt basis for the reimbursement of personal meals and incidental expense.
  • Reimbursement for actual receipts cannot exceed the maximum per diem reimbursement allowance for the trip
  • If an actual receipt basis is used, receipts for all personal meals and incidental expense over $10 must be submitted and the receipts must be itemized and reconciled to the total per diem for the trip.


Lodging
  • The cost of lodging is not part of the UD per diem.
  • Original detailed receipts (hotel folio) must be obtained by the traveler.
  • Personal expenses or items covered by the per diem allowance must be paid separately at checkout and must not be charged to the UD Credit Card

II.G

Registration Fees
  • Registration Fees should be charged on the UD Credit Card
  • If they must be paid by check, the request for the check payment must be accompanied by a letter or registration form which will be mailed with the payment to the seminar or conference provider.

II.H

Air Travel
  • Single class upgrade permitted if approved by Dean, Vice President in advance
  • Any exemptions to the Fly America Act must be fully documented
  • Original passenger receipt or printed e-ticket must be maintained by the traveler for verification of travel

II.I.1

Car Rental
  • At the end of the rental period, the rental agreement and invoice must be maintained by the traveler

II.I.4

Use of Private Owned Vehicle
  • Supervisor may approve use of privately owned vehicle for travel
  • The mileage rate is the U.S. Government rate for mileage reimbursement

II.I.4

Parking and Toll Charges
  • Original receipts or stamped parking tickets to be submitted for each expense that exceeds $10
  • Receipts not required for charges of $10 or less

II.I.4

Use of a University vehicle
  • If gasoline is purchased when using a UD Motor Pool vehicle, the card provided with the vehicle must be used and the individual must sign the receipt and include the name of the organization being represented

II.I4

Travel Expenses of Non-University Personnel
  • When reimbursement for living expenses of visiting faculty and professionals is provided by UD, the department administrator may approve a per diem method and amount in lieu of actual expenses. The rate may not exceed the U.S. Department of State's daily per diem for this area
  • The dean must approve expenses before any commitment of funding for a visiting faculty member can be made

II.K

Exceptions to the policy
Must be:
  • approved by the Provost, for academic units, or by the Vice President for Finance, for administrative units, then
  • submitted to the Director of Procurement Services for final approval.

II.N