UNIVERSITY OF CINCINNATI
Policy on Travel Expenses - Rates and Requirements for Reimbursements

A. Authority for Travel

Travel expenses shall be reimbursable only if the travel is for the purpose of conducting official University business, has been authorized in advance, and is in accordance with the policies of this Board of Trustees and the policies and procedures promulgated by the President of the University.

These policies are applicable to all University employees' travel regardless of funding source.

1. All University business travel must be approved by the Departmental Budget Manager.
2. Employees who choose to accumulate airline, hotel and/or rental car travel awards earned as a consequence of travel on University business must maintain a log showing the awards earned on official University travel.  The policies of awarders normally require that these awards be accumulated in personal accounts that the awarders maintain.  These awards are the property of the University and may not be used by employees to acquire personal benefits such as merchandise or tickets for personal travel.  However, they may be used to reduce the cost or enhance the efficiency of official University travel by exchanging the awards for airline tickets, free hotel rooms, memberships in airport travel facilities maintained for frequent travelers, and flight, hotel, or rental car upgrades on official University travel.  Employees are encouraged, but not required, to accumulate such awards in order to benefit the University. 
3. An approved travel authorization form (Form A-112) should be on file in the Controller's Office before travel expense reimbursement may be made. The travel expense report form (Form A-113) must be used to claim reimbursement.
4. Actual expenses over the estimated amount on the travel authorization form must be approved by the Departmental Budget Manager.

B. Prepayment

Prepayment is possible in the following instances with prepayment checks made payable only to the vendor:

1. Common carrier transportation, as arranged through University authorized travel agencies. These agencies need approved travel authorization copies before they can issue tickets.
2. Registration fee of $50.00 or more.
3. One night's lodging only if a credit card (guarantee) cannot be used to secure the room.

C. Allowable Transportation Expenses

The traveler will be reimbursed for mileage from either headquarters or home as determined by the Departmental Budget Manager. See Mileage Chart in Variant Information Section.

1. Common Carrier
   1. Travel by air or other common carrier should be at the lowest available rates consistent with scheduling needs, including the need to conserve employee time by selecting direct flights when appropriate.  Employees who elect to travel on weekends in order to obtain lower airfares may be reimbursed for living expenses on the extra days if the effect is to reduce the total cost of all travel costs associated with the trip.
   2. The traveler generally is personally liable for any charges assessed for unused travel reservations that are not released within the time limits specified by the carriers. Specific circumstances will be reviewed by the Departmental Budget Manager on a case-by-case basis.
   3. Expenses claimed must be supported by ticket stub, receipt, or similar evidence of expense which exceeds $75.00.
2. Privately-owned automobiles
   1. Travel by privately-owned automobile is authorized only if the owner thereof is insured under a policy of liability insurance providing coverage for third-party bodily injury and property damage at a minimum comprehensive limit of $50,000. Such policy must carry an explicit description or appropriate reference of the vehicle(s) covered and shall insure the person operating the vehicle.
   2. The mileage rates described in these regulations are meant to cover all expenses incurred in using a privately-owned vehicle for official University business except those items claimed under the section Other Transportation Expenses detailed below.
   3. If renting an automobile, rental charges and actual gasoline expenses will be reimbursable in lieu of mileage. For domestic travel, original itemized receipts from the car rental agency must be submitted with the travel expense form. only costs for auto rental will be reimbursed; no other insurances or additional coverages offered by the car rental agencies will be reimbursed as coverage is provided by the University insurance policy. University policy does not cover rentals while traveling in a foreign country; therefore, insurance coverage will be reimbursed for foreign travel. Click here for the letter to be used by employees to certify insurance coverage. Please print as needed.
3. Travel by University Automobile
   • If traveling by University automobile, reimbursement is authorized for incurred service expenses necessary to the efficient and safe operation of a University automobile. Original receipts are required if the reimbursement exceeds $75.00. Mileage will not be reimbursable
4. Privately-Owned Motorcycle
   • Travel by privately-owned motorcycle is authorized only if the owner thereof is insured under a policy of liability insurance providing coverage for third-party bodily injury and property damage at a minimum comprehensive limit of $50,000. Such policy must carry an explicit description or appropriate reference of the vehicle(s) covered and shall insure the person operating the vehicle.
5. Privately-Owned Aircraft
   1. Travel by privately-owned aircraft is authorized only if the owner thereof is insured under a policy of liability insurance providing coverage for third-party bodily injury and property damage at a minimum comprehensive limit of $1,000,000. Such policy must carry an explicit description or appropriate reference of the vehicle(s) covered and shall insure the person operating the vehicle.
   2. Reimbursement for the use of private or rented aircraft will be made at the comparable commercial coach fare rate. Documentation from an authoritative source (e.g, Travel Agent) for such fare will be required.
6.  Other Transportation Expense
1. Reimbursement may be claimed for parking charges; ferry and taxi fares; and bridge, highway, and tunnel tolls.
2. Any other out-of-pocket expenses, such as road service and towing charges directly chargeable to the operation of a University-owned vehicle incurred while traveling in such a vehicle, may be reimbursed subject to approval of the Departmental Budget Manager.
3. Each item of expense claimed under "Other Transportation Expense" must be listed on the travel expense report form. Original receipts are required for parking and other items of expense greater than $75.00, except ground transportation, and bridge highway, and tunnel tolls.

D. Living Expenses

Allowable living expenses consist of those direct expenditures made by a traveler in meeting his/her own necessary expenses while traveling on University business.

1. Lodging
• Itemized hotel receipts are required to reimburse lodging expenses, including taxes.
• Payment to an employee who stays in a private dwelling while traveling on University business is authorized at the current approved rate.  
2. Meals
• The current approved rate for a full day is authorized without receipts. Actual expenses in excess of this limit will be reimbursed if original receipts are provided.  Time constraints for meal reimbursement per calendar day are as follows:
• Breakfast - must be on authorized overnight travel status prior to 8:00 a.m. (See current approved rate in Variant Section).
• Lunch - must be on authorized overnight travel status prior to 12:00 noon (See current approved rate in Variant Section).
• Dinner - must be on authorized overnight travel status prior to 5:00 p.m. OR must return after 6:00 p.m. (See current approved rate in Variant Section).
• Alcoholic beverages are not reimbursable.  

 E. Miscellaneous Expenses

• Expenses incurred for stenographic fees, storage of baggage, telephone calls on official University business, and rental of equipment or temporary meeting or office facilities necessary for the conduct of official University business may be reimbursed.
• Expenses incurred for laundry, dry cleaning, and pressing may be reimbursed upon approval of the Departmental Budget Manager.
• Expenses incurred for special purchases essential for the fulfillment of the travel or work assignment may be reimbursed upon approval of the Departmental Budget Manager. Any other unrelated expenses incurred should be processed on an A-114.
• Miscellaneous expenses must be itemized separately on the travel expense form. Original receipts shall be submitted for all miscellaneous expenses if the expense is greater than one dollar.
• Tips are reimbursable up to 15% without a receipt.

F. Registration Fees

• Registration fees at meetings or conferences may be reimbursed.
• Registration fees must exceed $50.00 before they may be prepaid directly by the University.

G. Reporting and Documentation

• Travel expenses should be filed within 10 days after the person returns to his/her headquarters following a trip. Mileage expenses for local travel in personal automobiles should be submitted at the end of each month on a travel expense report form accompanied by a Mileage Log. All local travel claims must be approved by the Departmental Budget Manager.
• If original receipts are not available, reimbursement will be made if an approval memo from the Departmental Budget Manager is attached to the travel expense report.
• Foreign travel expense claims should be submitted in U.S. dollars and the rate of exchange used must be indicated.
• One travel authorization per trip should be processed. Notify the Accounts Payable Office, in writing, if you cancel a trip or make changes after the approval and encumbrance of the A-112.
• Request a Journal Voucher Adjustment (JVA) through Financial Services/Sponsored Program Accounting after the charge appears on the ledgers if a change needs to be made.
• Policy on Travel Expenses - Rates and Requirements for Reimbursements
• Prepayments and/or p-card expenses if included on the expense report should be deducted from the amount to be reimbursed.

H. Non-Employee Travel

These policies may be used as guidelines for guests, speakers, honorees, consultants, job candidates, and field trips.

Spousal travel is reimbursable if such travel occurs as a result of a bona fide business purpose. The Budget Manager should only approve such travel when such purpose exists. Documentation for such purpose will be the responsibility of the departmental Budget Manager.

REFERENCES:

Please reference: Policy for Travel Recruitment Expense