Policy	Travel and Business Expense Report Form (Excel)

Travel Expense Policy

Policy#: 40.4.1

Policy Name: TRAVEL EXPENSE POLICY AND GUIDELINES

Approval Authority: CONTROLLER

Responsible Executive: CONTROLLER

Responsible Office: OFFICE of FINANCE

Originally Issued: February 13, 2006

Revisions/Updates: May 19, 2006, November 22, 2006, February 13, 2007

1. Policy Statement

Reimbursable expenses including travel expenses for faculty and staff should be in the furtherance of the goals and objectives of Stevens Institute of Technology. The Travel Expense Policy is intended to assure fair, consistent, equitable, and prudent use of Stevens Institute’s funds. Each person must comply with the policy and will be responsible for ensuring the expenditures incurred are for authorized travel and/or other business expenses.

2. Reason/Purpose for Policy

The purpose of this policy is to make travelers, approvers, Deans, Directors and Department Heads aware of their responsibilities relative to submitting and approving travel and related business expenses. This policy is intended to provide for the reasonable needs of travelers, to ensure maximum insurance coverage for the traveler and Stevens, to control travel expenditures, to facilitate accounting, and to ensure compliance with applicable regulatory agency requirements.

More restrictive travel or business expense policies may be specified by the Deans, Directors, and Department Heads of individual Schools, Divisions, Departments and/or by funding sources.

This policy is also necessary to ensure travel and business reimbursements made to Institute employees will NOT be considered taxable income. Pursuant to IRS regulations, travel and business expenses reimbursed to employees are excluded from gross income only if they meet certain conditions which are set forth throughout this policy. In conformance with IRS regulations, expenses reimbursed and later found not to be in compliance with Institute policy must be refunded to the Institute.

3. Who Should Read Policy or Policy Applies To:

This policy applies to all Stevens faculty, staff or other individuals incurring travel related expenses in performing business for Stevens.

4. Related Documents

Purchasing Policy

Business Expense Policy

5. Contacts

a. Accounts Payable

b. Controller

c. Procurement

d. Human Resources

6. The Policy

It is the policy of Stevens Institute of Technology to reimburse individuals or to pay external vendors for all necessary and appropriate transportation and travel related costs incurred for official Stevens’ business. External vendors will be reimbursed for travel related cost only as specified in their written agreement.

A. TRAVEL AUTHORIZATION & ARRANGEMENTS

Obtaining Travel Authorization

1. Determine if the potential benefits of the trip justify its time and expense after considering cost effective alternatives, such as teleconferencing;

2. Familiarize yourself with your department's travel policies and your sponsor's travel policies as they may be more restrictive than Stevens'; and

3. Obtain appropriate departmental authorization to take the trip. Authorization requirements are defined at the department level.

Spouse/Companion Travel

Spouse/companion travel expenses may only be reimbursed if the travel was authorized in advance by the applicable dean or area VP, and there is a bona fide business purpose for their travel. Spouse/companion travel may not be reimbursed on a grant or contract.

Grants and Contracts (Sponsored Projects)

This policy applies to all grants and contracts. Certain grantors may be more restrictive than Stevens in the use of their funds for travel. The terms of a particular grant or contract should be referred to for guidance by anyone intending to charge travel expenses to that grant or contract. However, reimbursements will not be greater than those described in this manual. The Office of Sponsored Research monitors all grants to ensure proper spending and reporting. It is this Office's responsibility to determine what travel expenses are allowable, and the levels to which they are reimbursable.

Making travel arrangements

All trips including international, complicated itineraries and prepaid trips may be booked using the Stevens on-line booking tool at www.ultramartravel.com (Ultramar Travel). For a personal logon or if you have difficulty login on please contact the site Administrator Marissa Sorrentino.

B. PAYMENT METHODS

Use of Corporate Credit Card

Stevens has a corporate credit card which is issued through the Procurement Department. Travelers should use the corporate credit card to pay for:

Air and rail travel;

Lodging;

Car rental;

Conference Registrations

Meals; and

Miscellaneous travel expenses.

Personal Funds

Whether the traveler makes travel-related purchases with personal funds or uses the corporate card, s/he must submit aTravel and Business Expense Report (TABER) form to obtain a reimbursement according to the Institute’s Travel Policy. If travel arrangements are made in advance and reimbursement is required prior to the travel date, please submit a TABER form with proof of ticket purchase. The date on the TABER should reflect the travel date and not the purchase date.

Check Requests

Travelers may request an Institute check to pay for conference registrations and hotel reservation deposits. In the event that a credit is received, the traveler is responsible to obtain a check made out to Stevens or have the credit applied to their bill. The credited amount should be noted on the TABER as part of the trip reconciliation process.

Direct Billing

Individuals may not have vendors direct bill Stevens for travel expenses unless such arrangement has been negotiated and established by the Procurement Department. A general corporate account has been set up to accept travel charges for non-recurring travelers.

Travel Advances

The Institute's general policy is to not provide travel advances. In order that personal funds will not be required, the Institute offers American Express corporate cards to qualified employees in lieu of travel advances. Any exception to the rule must be pre-approved by the Controller and be submitted to the Office of the Controller at least one week prior to the date on which the advance is required.

C. FOREIGN TRAVEL

When traveling abroad employees must receive prior written approval from the appropriate vice president, dean, director, or department head (academic/administrative)

1. Sponsored Projects

When traveling under sponsored projects, employees must obtain any required sponsor approval for foreign travel before leaving for their trip. Additionally, sponsored require travelers to use US flag carriers unless certain conditions related to destination or time en route are met. Consult with the Office of Sponsored Research, since the approval process for foreign travel varies among sponsoring agencies.

2. Foreign Travel Advisories

Individuals should not travel to countries for which a travel advisory has been issued by the State Department. You may access the list of current advisories through the following URL: http://travel.state.gov/

3. Airline Class of Service

Travelers are expected to use the lowest airfare available. Consider the following factors to determine the lowest fare alternatives: specially negotiated rates; non-refundable fares; penalty fares (APEX); minimum stay excursion fares; off-peak flights; promotional fares, consolidated fares. The On-Line Booking tool has access to most of these fares and is a reliable source of lowest airfare available.

On overseas flights greater than six hours, travelers can be reimbursed for flying business class when permitted by their department and the funding source.

The Use of Premium-Class (Business/First Class)

In accordance with this policy employees who perform official business travel must use coach-class accommodations for domestic flights, and business class may be used for international travel greater than six hours (when permitted by a department head and funding source.) However, there are other limited exceptions when a premium class may be used. The use of premium-Class may be authorized and approved under the following circumstances:

a) for security purposes or exceptional circumstances as determined by an appropriate Institute official;

b) no space is available in coach-class accommodations in time to accomplish the mission which is urgent and cannot be postponed;

c) travel by an employee with a disability or special need and is approved by an authorized senior level manager;

d) and when the overall cost savings of using a premium class results in a savings to the Institute.

D. TRANSPORTATION

1. Commercial Air

The Institute will reimburse only coach class tickets aboard a regularly scheduled commercial carrier. Travelers are expected to use the lowest airfare available. Consider the following factors for determining the lowest fare alternatives: specially-negotiated fares; penalty fares (super savers); Saturday night stay fares; advance purchase fares; connecting and one-stop flight fares; promotional/convention fares, consolidator fares.

Saturday night stays and their associated costs are reimbursed when the total cost of the trip, including air ticket with a Saturday night stay plus hotel and meal allowance, is less than a ticket without a Saturday night stay.

For reimbursement of airline ticket purchases, the airline ticket receipt must be submitted with the TABER. The passenger copy of the air ticket (boarding pass) should be attached as well. If an electronic ticket was used, a detailed invoice/itinerary may be used as long as it provides the times of departure, flight numbers, class of service fare basis, ticket confirmation number and cost of ticket. Proof of payment (if not shown on the itinerary) must also be provided.

2. Unused Airline Tickets

If a trip is canceled after the ticket has been issued, and it is a refundable ticket, do the following:

1. Return the ticket to the travel agency that issued the ticket to expedite refunds; and

2. Request a Refund Exchange Notice (REN) to document any fees and attach it to the TABER.

If a trip is canceled after the ticket has been issued, and it is a non-refundable ticket, do the following:

1. Return the ticket to the department administrator; and

2. A travel advance account should be established for the value of the unused ticket. The value of the ticket will be maintained in the receivable account along with the date through which the ticket is good. If the ticket is not used before the expiration date, it is the department's responsibility to write-off the account balance.

3. Advise Procurement. They will attempt to have the ticket used in the event the traveler does not plan to travel in a time or manner that allows them to reuse the ticket.

4. Lost or Stolen Airline Tickets

As most tickets are electronic, losing an airline ticket is not a frequent occurrence. However, in the situation of a paper issued ticket or a consolidator fare, the traveler must:

1. Fill out a lost ticket application at the airline ticket counter or with the travel agency (the minimum fee is $50);

2. Submit a copy of the lost ticket application with the reimbursement request; and

3. Complete a police report if stolen. A copy of the report must accompany the reimbursement request.

Note: Travelers are responsible for the value of the lost ticket. Some airlines will issue a replacement ticket at current market cost, which may be higher than the price originally paid by the traveler.

5. Commercial Bus/Rail Fares

Reimbursement for commercial bus and rail travel will be the reasonable actual cost. A ticket stub showing the fare or a detailed receipt showing the fare must be submitted with the TABER.

6. Transportation To and From Terminals

The most economical mode of transportation should be used when traveling to and from terminals. These expenses (including reasonable gratuities) are reimbursable. Modes of transportation to be considered, in ascending order of cost, are as follows:

Mass transportation (e.g., bus, subway);

Public transportation (e.g., hotel shuttle bus, scheduled airport limousine services, taxi or car service); the use of private limousine and car services must be approved, in advance, by the applicable Dean or area V.P.

Personal automobile; or Automobile rental. If a personal automobile is used, the traveler will be reimbursed for mileage to and from the airport. Travelers will also be reimbursed for airport parking as long as the most economical arrangement is used. (e.g. long-term or off-site parking)

*Travelers should always try and use the mode of travel that is most practical and results in the lowest cost to the Institute.

7. Vehicle Rentals

If driving to your destination is more time or cost-effective than airline or rail travel, you may rent a car or request reimbursement for mileage for use of your personal vehicle.

When traveling by air or rail, you may rent a car when you reach your destination if it is less expensive than other transportation modes such as taxis, airport limousines, or airport shuttles.

Unless otherwise approved, employees will be reimbursed only for compact or intermediate sized cars. Full size vehicles or vans are allowed for groups when traveling. Reimbursement will normally be made only to the traveler who signed the rental contract. Original receipts for car rentals and the rental contract must be attached to the TABER.

All authorized drivers must be listed on the car rental contract. Stevens' fleet auto policy insures for collision damage waiver only for compact or intermediate sized cars. If an employee decides to upgrade he/she must pay for the collision damage waiver at his/her own expense. For international automobile rentals, all insurance coverages must be taken.

The insurance coverage is for business use only. Car rentals for personal purposes are not covered by, the Stevens insurance policy.

8. Returning Rental Cars

Every reasonable effort must be made to return the rental car:

To the original rental city;
Intact (i.e., no bumps, scratches or mechanical failures);
On time, to avoid additional hourly charges; and with a full tank of gas

9. Personal Vehicle Usage Guidelines

You may use your personal vehicle for business travel when it is more time or cost-effective than air or rail travel and it is less expensive or timelier than renting a car or taking a taxi or alternate transportation.

10. Reimbursement for Personal Vehicle Usage

Stevens will reimburse business usage of a personal vehicle based on the Internal Revenue Code's allowable mileage rate (which includes gasoline, oil, repairs, and insurance costs of operating a vehicle). Travelers will not be reimbursed for travel expenses between a personal residence and a regular work location.

Reimbursement mileage rates are established by the Internal Revenue Service and announcements will be sent out as the rates are changed. The rate is available on the IRS website www.irs.gov.

Travelers will not be reimbursed for any amount greater than the cost of a round trip coach airfare to the airport nearest your destination, plus the reasonable costs of any ground transportation.

For employees with a Stevens provided automobile, reimbursement for gasoline usage is actual usage not the IRS allowable rate.

To be reimbursed for use of a personal vehicle for business, provide the following on the TABER:

the purpose of the trip;

the dates of travel and destination and the mileage log

the origin, destination and miles traveled

Note: Please use Mapquest ( www.mapquest.com) or a similar website to confirm mileage and attach the printout to the expense report.

11. Use of Personal Automobile: Insurance Coverage

Whenever an individual operates his/her own motor vehicle, on Stevens business, he/she is exposed personally to potential liability in the event of an accident. Although Stevens is covered by insurance against liability, when a Faculty or Staff member drives his/her own motor vehicle on Stevens business, it is not possible for Stevens to obtain insurance which will protect the individual Faculty or Staff member against liability to others even though on Stevens business. Each individual on his/her own vehicle must obtain this insurance. Therefore, all members of the Faculty and Staff using their personal automobiles for Stevens business must carry liability insurance of at least $100,000/$300,000. If a Faculty or Staff member does not have coverage for automobile liability insurance, he/she is advised to obtain this minimum coverage if he/she operates his/her own vehicle on Stevens business. Regardless of coverage, if an automobile accident should occur while on Stevens business, it should be reported as promptly as possible to the Human Resources Office as well as the individual's own insurance company.

E. LODGING

The Institute will reimburse lodging for trips of more than 100 miles one-way. Specific exceptions for travel within the 100-mile proximity in New Jersey, New York, and Pennsylvania locations may be authorized by the approver (e.g., multiple-day conferences where commuting is inappropriate, particularly early start or late times, or multiple-day field assignments for which overnight lodging is deemed appropriate). An explanation of the desired exception must be included in the reimbursement request and attached to the TABER.
Only expenses for standard room accommodations will be reimbursed. The original receipted hotel, motel, or other bill must substantiate lodging expenses. The bill must specify rate, date(s) of stay, and evidence of payment and must be attached to the TABER. Express checkout itemized receipts are acceptable for reimbursement, but the receipt mustindicate a -0- balance. Credit card slips/receipts alone are not adequate support. Travelers have the option of reserving hotel rooms with personal funds, by processing a Check Request through Accounts Payable, or by requesting an Institute Purchase Order.

F. MEALS

The Institute will reimburse employees for meals while in travel status (travel for a period of at least 12 hours) under the following options. Each meal (breakfast, lunch, dinner) must be tracked separately. This policy is concerned with expenditures for individual meals while traveling, business meals (meals with others, generally non-Stevens employees) are covered under the business expense policy.

Employees should submit itemized original receipts with proof of payment for all meals to be reimbursed. The receipt must include the provider’s name and date, name(s) of any other person on the bill, and purpose of the meal (if others are paid for) Also, if grant, contract, or state funds are being used to cover the expenses, no expenses for alcohol may be reimbursed.

Per Diem is a fixed daily amount payable in lieu of actual expenses for meals and incidental expenses. A per diem is used to reimburse employees for the cost of meals and incidental expenses incurred when traveling overnight on Stevens business. Per Diem is applicable for both domestic and foreign travel.

The rate of per diem depends upon the city being visited. The domestic rates are the Federal Meal and Incidental Expense rates reported in the United StatesDepartment of State Standardized Regulations, Section 925 - Maximum Travel Per Diem Allowances. Foreign Travel Rates can also be found on the same site. Both domestic and foreign rates are available from the Accounts Payable Department.

In the case of travel between two cities on the same day, other than returning home, the rate used will be for the city in which the employee spends the night.

Incidental expenses include, but are not limited to, the following items:

Fees and tips for persons who provide services such as food servers and luggage handlers;

Laundry, dry cleaning and pressing clothes (when applicable);

Personal telephone calls;

Cost of transportation between lodging or business and where meals are taken; and

Per Diem is for full 24-hour days. For days of departure and return, the per diem rate will be prorated at 2/3 of the full rate.
Trips must be all per diem, or all actual expenses. They may not be a combination of both methods. Note: There will be no reimbursement for meals and incidental expenses when traveling locally.

G. REGISTRATION FEES

The Institute will reimburse employees for approved conference or professional meeting registration fees. Employees have the option of paying the fee with personal funds and being reimbursed or processing a Check Request. A bill or registration confirmation with the fee noted and a copy of the fee sheet detailing the conference itinerary (or brochure) are required to substantiate the business purpose, the time period of the trip and the amenities provided by the conference or meeting.

H. TELEPHONES & RELATED USAGE

The Institute will reimburse employees for telephone calls, faxes, and internet modem hookups specifically incurred for Institute business. Any of these items not appearing on the hotel/motel bill must have a detailed receipt attached to the TABER to support the expense. You will be reimbursed for reasonable calls to your home while traveling on business. Those calls should not exceed ten minutes per day.

You can be reimbursed when using your personal telephone calling card for business phone calls that are reasonable and necessary for conducting business. You must identify all calls and provide an explanation of all reimbursable calls on your Expense Reimbursement Report.

You will be reimbursed for business calls made on cellular phones that are reasonable and necessary for conducting business. Attach the original bill to your Expense Reimbursement Report. When using personal cellular phones for business, you may be reimbursed for incremental cost of the business calls.

I. OTHER REIMBURSABLE EXPENSES

You may be reimbursed for the following miscellaneous expenses:

Air freight for business purposes
Business phone calls
Cellular phone use for business calls
Currency conversion fees
Laundry/dry cleaning/suit pressing for trips exceeding 5 business days
Overnight delivery postage
Parking
Required vaccinations for foreign travel
VISAs for foreign travel

Caution: This list of reimbursable expenses is intended to be representative, not comprehensive.

J. GUIDELINES for TIPS & GRATUITIES

Tipping a porter, bellman, chambermaid, waiter, or valet should be based on the quality of service rendered. Stevens will reimburse reasonable gratuities.

Please check local customs for appropriate tipping when traveling abroad. Some hotels and restaurants include a gratuity in the price, in which case a tip is not necessary unless the service has been exceptional.

K. EXPENSE REPORTING

Travel and business expense reimbursement may be requested by submitting an approved TABER to the Institute Controller’s Office. Travelers shall not seek reimbursement for goods or services (including Transportation, lodging, etc.) that are provided free of charge, paid for by another source or are not related to Institute business. Any reimbursement received by an Institute employee from another source for the same costs reimbursed by the Institute shall be deposited into the account that was initially charged.

1. Timing for Expense Reporting

To ensure proper accounting, prompt reimbursement and compliance with IRS regulations, travelers need to submit their TABERS within 30 days of the completion of each trip. Both the normal approver and next higher-level approver must approve TABERs submitted beyond 30 days. Only expenses covered by this policy will be considered for reimbursement. All receipts must be attached to the Expense Reimbursement Report. If the traveler does not attach receipts, the amount of the reimbursement will be limited in accordance with this policy. TABERS with expenses submitted beyond 6 months after the date of the expenses WILL NOT be processed.

Note: You may combine trips on one TABER within a 15-day period if it makes it easier to document the trip. Otherwise, you should submit one TABER per trip.

2. Approval/Authorization

The level of authority required for approving travel expenses is as follows:

All TABERs must be approved (by evidence of signature) by your Department Head, Dean or functional Vice President who has the appropriate transaction authority.

Senior Management

Senior management must adhere to the same policies and procedures as faculty and staff except that authorization must be given by the Chief Executive Officer or other designated officer with supervisory capacity over that employee.

Chief Executive Officer

The Chief Executive Officer must have his/her expenses approved by the Chair of the Board of Trustees.

Caution: No matter who fills out and approves the form, the traveler is responsible for its preparation, compliance with policy and grant or contract terms, and accuracy.

UNDER NO CIRCUMSTANCES MAY AN INDIVIDUAL APPROVE HIS OR HER OWN TABER OR THAT OF HIS/HER SUPERVISOR.

ADDITIONAL INFORMATION

Reimbursement Information & Documentation

The traveler is responsible to provide an English translation/explanation for all receipts written in a foreign language. The translation/explanation should provide an identification of the type of expenditure (i.e. meals, transportation, etc.) and a general description of the items included on the receipt (i.e. lunch for traveler). Travelers are encouraged to use credit cards for payment and submit the credit card statement that facilitates and validates the conversion process. If a copy of the traveler’s credit card statement is included with receipts, reimbursement will be for the amount shown for the item on the statement. If the traveler converts US dollars into foreign currency, the currency exchange receipts or bank statement detailing the transaction can be used to calculate the US dollar equivalent for expenses reported. For those individuals not using credit cards or lacking currency exchange receipts, receipts submitted in foreign currency must be converted to US Dollars using the Oanda currency converter which can be found at www.oanda.com/convert/classic .

Lost Receipts

For any receipts that have been lost, the traveler must seek a duplicate of a missing original receipt from the billing agency. When submitting a TABER, include the duplicate showing proof of payment and a completed Lost/Missing Receipt Form, which is available on the Office of Finance website (See Exhibit C), or memorandum or statement signed by the traveler and approver, stating that:

No original receipt is available

The expense was on behalf of Stevens

The item and amount of the expense is accurate

No other reimbursement of expense has been or will be sought or accepted from any other source

EXPENSE REPORTING

In order to exclude travel reimbursements from employee income, the Institute must maintain an "accountable plan" for employee business expenses. Expenses not meeting all three conditions may be taxable to the traveler and therefore subject to W-2 reporting. Under Internal Revenue Service (IRS) regulations for an accountable plan, expenses are required to meet the following three conditions:

a. There must be a business connection and only for business expenses that are ordinary and necessary in the performance of duties as an employee.

b. All business expenses must be substantiated with the date, amount, place and business purpose of the expense being submitted to the employer within a reasonable time period. Specific documentation requirements are noted throughout the policy.

c. Employees are required to return all amounts in excess of substantiated expenses.

Reimbursement Reported as Taxable Income

Stevens reports reimbursements as taxable income when required to do so by IRS code. The most common instances in which taxable income is likely to occur are:

Reimbursement for family travel;

Reimbursement for any expense that is not adequately documented;

Advances for travel that are not relieved in a timely manner (generally within six months of the date of the advance); and

Reimbursements for any travel expense that represents an indirect moving cost (i.e., house hunting visits).

INSURANCE WHILE IN TRAVEL STATUS

There are three types of insurance which are applicable when a member of the Faculty or Staff is traveling on Stevens' business as follows:

Worker's Compensation

This provides certain benefits to the Faculty or Staff member in the event of injury or death in accordance with appropriate state law. All injuries incurred while traveling on Stevens business should be reported as promptly as possible to the Human Resources Office.

Travel Accident Policy

Stevens provides coverage in an amount up to $125,000 in the event of death of a Faculty or Staff member. In the event of dismemberment or loss of sight of a Faculty or Staff member this policy provides a schedule of coverage in an amount up to $125,000. The specific provisions and limitations of this insurance policy prevail at all times and under all circumstances. Faculty or Staff may purchase additional travel accident insurance independently on an individual basis, at their own expense.

This insurance policy provides that the benefit payments will be made as follows:

"Indemnity for loss of life of an insured is payable to the designated beneficiary of that employee, or if no such beneficiary has been designated, to the estate of said employee. All other indemnities of the policy are payable to the insured."

If a Faculty or Staff member wishes to designate a specific beneficiary (ies), the appropriate form may be obtained from the Human Resources Office. If it is desired to change beneficiary (ies) at a later date, a new beneficiary form, available from the Human Resources Office, should be completed.

Non-Reimbursable Expenses

Please remember that, in accordance with Stevens policies, a traveler will not be reimbursed for the following miscellaneous expenses.

additional insurance on rental vehicles

airline upgrades

airline club membership dues

annual fees for personal credit cards

clothing (i.e., socks, pantyhose)

credit card delinquency fees/finance charges

expenses for travel companions/family (unless authorized in advance by Dean or VP)

expenses related to vacation or personal days while on business trip

flowers

health club facilities, saunas, massages

lost baggage

magazine, books, newspapers

minibar refreshments

optional travel or baggage insurance

parking or traffic tickets

personal accident insurance

personal entertainment, including sports events, movies, etc.

personal toiletries such as toothpaste, toothbrush, etc.

personal postage costs, including postcards

rental car upgrades

routine car maintenance/tune-ups

shoeshine

souvenirs/personal gifts

tobacco products

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