INTRODUCTION

The intent of the University Travel Guidelines is to provide guidance for official University travel that ensures compliance with applicable state, federal, Internal Revenue Service, and sponsored agreement regulations. The provisions of these guidelines apply to anyone who travels on University business and will be applied consistently unless specifically provided otherwise by the Board of Trustees. Department Managers may impose lower reimbursement levels than those provided in these guidelines or additional approval procedures. Upon written recommendation of the traveler’s Executive Officer or the Chief Research Officer in the case of externally sponsored programs, and appropriate justification, the President (or designee on file) has the sole authority to approve other exceptions to these guidelines.

PRE-AUTHORIZATIONS

The “Travel Expense Report” (Sections A and B) is to be completed prior to the travel. In the event of an insurance claim or other litigation, the travel authorization, even when no reimbursement will be requested, provides evidence that the traveler is on University business. The “Travel Expense Report” shall include the estimated expenses, request for pre-payment(s), account number(s), and the signatures (including date signed) of the traveler and the signature authority for the account(s) to be charged. If the traveler and the signature authority are the same person, the traveler’s supervisor is required to sign the “Travel Expense Report”. Those signing should verify that:

1) the purpose of the travel is directly related to official University business;

2) the estimated cost is reasonable and within the approved budget; and

3) the appropriate account(s) are identified for charges.

The President will authorize travel by members of the Board of Trustees. Copies of the completed “Travel Expense Report” will be distributed to the traveler and the account signature authority (or supervisor). If a pre-payment or cash advance is requested, a copy of the “Travel Expense Report” should also be forwarded to the Accounts Payable Travel Management Office.

BLANKET AUTHORIZATIONS

For frequent and routine travel, blanket authorizations may be utilized for extended periods of time not to exceed one fiscal year. A blanket authorization would be appropriate for persons who travel on a regular basis for the same purpose (e.g., recruiting), or for instances when the same traveler makes several trips during a specific period of time (e.g., IUC/OBOR meetings). In those cases where a blanket authorization is appropriate, Section A of the “Travel Expense Report” should be completed and a detailed record of the individual trips must be maintained using Section C of the “Travel Expense Report”. The traveler may periodically submit the completed “Travel Expense Reports” to the Accounts Payable Travel Management Office for reimbursement.

TRANSPORTATION

Travelers are encouraged to compare all the costs associated with each mode of transportation and select the one that is the most cost effective. While traveling on University business in any vehicle (i.e., personally-owned, rented, leased, or University-owned), the driver and passengers must comply with all applicable laws, including the wearing of seat belts. Travelers should also avoid the use of cell phones while driving.

1. Personal Vehicle

The vehicle owner’s insurance coverage is the primary coverage for auto physical damage and liability. The University’s coverage is secondary for liability coverage. It is, therefore, the responsibility of the vehicle’s owner to maintain adequate insurance coverage when the vehicle is used for business travel (see Appendix for coverage requirements). A traveler who uses a personal vehicle will be reimbursed at 85% of the authorized current federal rate, which will be updated annually, for the actual driving distance. See Appendix. If two or more individuals are traveling in the same vehicle, mileage reimbursement is payable to only one traveler, and the names of all persons traveling should be listed on the “Travel Expense Report”.

2. Rented Vehicles

Travelers may be reimbursed for a rented vehicle and for purchased gasoline for official University business. University guidelines do not provide for reimbursement for luxury vehicles. The Motor Pool (x7200) should be contacted to arrange for the rental vehicle when departing from the campus area. Rentals obtained through the Motor Pool should be noted as a “University Vehicle” on the “Travel Expense Report”.

Travelers using commercial transportation (i.e., air, train or bus) may be reimbursed for a rented vehicle and for purchased gasoline while on official University business. Rental can be obtained personally, on the Internet, or through the on-campus travel agency. Original itemized rental and gas receipts are required for reimbursement. When personal time is used to extend a trip, the rental expense is to be pro-rated for the days of business travel.

3. Airfare

Travelers may be reimbursed for the lowest, non-stop coach class airfare and are encouraged to take advantage of advance reservation discounts. Travelers are also encouraged to consider discounts for extending the trip to include a Saturday night stay. The cost of additional meals and lodging resulting from the extended stay, however, must be weighed against the savings realized from the discounted airfare. The traveler should include a statement regarding the cost comparison and potential for savings by extending the trip. Airline tickets will be prepaid if the arrangements are made through the University-preferred travel agency (http://www.cc.ysu.edu/student-services/kc/services/Pan Atlas/index.shtml). Travelers will not be reimbursed for: 1) airline tickets that are acquired with frequent flier certificates*; 2) costs associated with a change in the reservation for personal reasons unless they are beyond the control of the traveler; 3) charges assessed by the airline for failure to cancel the reservation within a specified time limit; or 4) overweight luggage fee unless this expense is related to University business. The employee will be personally responsible for the incremental cost for travel class upgrades. Travelers may also be reimbursed for travel on chartered or private aircraft provided that it is not greater than the lowest available common air carrier fare plus ground transportation to the destination.

* In accordance with Ohio Ethics Commission Advisory Opinion No. 91-010, University employees are prohibited from accepting, soliciting, or using the authority or influence of their positions to secure, for personal travel, discounted or free “frequent flyer” airline tickets or other benefits from an airline if they have obtained the tickets or other benefits from the purchase of airline tickets for use in official University travel.

4. Passenger Vans – (8 seat and larger)

These guidelines pertain to any leased, owned or rented passenger vans that seat 8 and larger when used in conjunction with University-sponsored events such as field trips, athletic events and educational-related travel, etc.

1. Occupancy is limited to nine in 15 passenger vans including the driver because of the
increased propensity for rollover when fully loaded. Occupancy in smaller vans
is limited to the number of seatbelts available. The driver and occupants are
required to wear seatbelts at all times.

2. No unauthorized passengers such as hitchhikers, family or friends are to be
transported in the vehicle.

3. The driver must be at least 19 years old and hold a valid driver's license. A Motor
Vehicle Report (MVR) is required as well as the University-sponsored Van Defensive Driving
Course for all drivers.

4. No person is to drive under the influence of alcohol or drugs, including prescribed
medications that could impair driving ability or cause drowsiness.

5. A trained navigator should be assigned for trips exceeding 400 miles or eight hours of
driving time. The navigator must stay awake while on duty. The entire driver/
navigator team should be replaced every few hours. No driver should operate the
vehicle for more than eight hours in a 24-hour period. A ten-minute break should be
taken for every three hours of driving. Travel between the hours of Midnight and
6:00 a.m. should be discouraged.

6. All cargo must be secured inside of the van. No items are to be placed on the
roof of the vehicle. The hauling of trailers or external cargo is prohibited unless it
is essential to fulfillment of the academic mission in which case only compact 4' x 8'
or smaller can be used.

7. Talking on a cell phone or engaging in other distracting activities such as eating
or taking notes while transporting passengers is prohibited.

8. The vehicle must be turned off, locked, and the keys removed any time it is left
unattended.

5. Employees and students may be authorized to operate University-owned, leased, and/or rental
vehicles under the following conditions:

1. Occupancy is limited to the number of seatbelts available.

2. The driver must be at least 18 years of age and hold a valid driver’s license.

3. A Motor Vehicle Report (MVR) must be obtained. All drivers must meet the
insurability standards mutually set between the University and its insurance
provider. The Department of Environmental Health and Safety determines
driver insurability by reviewing the person’s driving record. Violations that
affect insurability include:

Losing a driver’s license
Driving under the influence of alcohol or drugs
Operating a vehicle during a period of suspension or revocation
Using a vehicle in the commission of a felony
Reckless operation
Drag racing
Committing a hit and run
Excess points due to many violations

Please visit: (http://www.cc.ysu.edu/eohs/Forms/Motor%20Vehicle%20Policy.htm) to view the Department of Environmental & Occupational Health & Safety’s Motor Vehicle Use Policy for information on insurance coverage, driver requirements, and safety recommendations.

6. Ground Transportation To/From Airports

A traveler using a personal vehicle may be reimbursed for the mileage to/from the air terminal, but the reimbursement may not exceed the mileage using the workplace as the point of departure/return. Airport parking charges are also reimbursable. If the traveler is not able to leave his/her vehicle at the airport, mileage for two round-trips will be reimbursed for the traveler’s drop-off and pick-up, along with reasonable short-term parking charges.

The traveler may be reimbursed for the use of round-trip limousine service if the round-trip fare does not exceed the maximum allowable mileage for one round-trip by personal vehicle to the terminal plus long-term parking or two round-trips by personal vehicle to the terminal plus reasonable short-term parking.

7. Other Transportation Expenses

For travel between business locations, travelers are encouraged to choose the most cost effective means of ground transportation available and will be reimbursed for shuttles, taxis, local mass transit and reasonable charges for limousine services based on comparable modes of transportation. Other reimbursable transportation expenses include parking, bridge, highway and tunnel tolls.

8. Auto Allowances

Individuals who receive an auto allowance will not be reimbursed for local mileage less than 50 round-trip miles per day.

9. Dealer-Supplied Cars

Individuals who are provided a dealer-supplied car will be reimbursed for mileage at the current
Federal rate reduced by the depreciation component. (See Appendix for current rate).

TRAVEL MEALS

1. Non-Reimbursable Meals

When the business travel does not include an overnight stay and a traveler’s meal does not
qualify as a “Business Meal” (see below), the meal is defined by the IRS as “personal.” Personal meals do not qualify for reimbursement under these guidelines.

2. Reimbursable Meals

Meals incurred while traveling on University business will be reimbursed to the traveler on per diem basis
only when overnight travel takes place using the current Federal  Standard Meal  Allowance  (FSMA)
schedule website:  Domestic M&IE Link  and for the Per Diem M&IE Breakdown see Appendix.
 

When travel is to a location designated by the IRS as a high-cost area, the traveler may be reimbursed at the higher per diem rate. If the destination is not listed on the web site noted above, then the meal reimbursement will be limited to the lowest FSMA rate.

If travel includes multiple locations in one day, the per diem rate used for reimbursement purposes will be the location where the traveler has overnight accommodations. Meals that are included in a conference fee are not reimbursable. To claim reimbursement for meals, the traveler must be on University business within the following time frames for the meals noted:

Breakfast (beginning prior to 7:00 a.m. and continuing until after 9:00 a.m.)

Lunch (beginning prior to 11:00 a.m. and continuing until after 1:00 p.m.)

Dinner (beginning prior to 5:00 p.m. and continuing until after 7:30 p.m.)

BUSINESS MEALS, ENTERTAINMENT, AND OTHER BUSINESS EXPENSES

Business meals, entertainment and other business-related expenses See (Business-Related/Entertainment Expense Guidelines) that occur during travel will be reimbursed at the actual cost provided that: 1) the expense was incurred as part of ordinary and necessary University business; 2) the expenditure was not lavish or extravagant; and 3) there was a substantial business discussion during, directly before, or directly after the meal or event. Generally, these meals or events should include at least one non-University employee to be considered business-related. If authorized as an exception (see Introduction), occasional business meals including only University employees may be reimbursed as “business meals.” The traveler should complete the “Business- Related Expense Documentation” form, attach it to the “Travel Expense Report”, and include the following documentation: 1) the original itemized receipt; 2) names and affiliations of attendees; and 3) the business purpose of the meeting meal or event. If a business meal is claimed, then the traveler will not be reimbursed the per diem for that particular meal. Alcoholic beverages associated with business meals/entertainment are not reimbursable, unless they are charged to a discretionary account (e.g., unrestricted gifts and contributions). Refer to the University’s Business-Related/Entertainment Expense Guidelines for additional detail (add web link). A check request may not be used to request reimbursement for business-related/entertainment expenses incurred during University travel.

LODGING

Travelers will be reimbursed at the actual reasonable single room rate, including applicable taxes, for University business that is conducted more than 50 miles from campus. The appropriate supervisor determines reasonableness of the lodging rates. If the traveler is attending a conference, it is appropriate to stay at the hotel that is hosting the conference. If the hotel requires prior financial commitment (e.g., prepayment for one night or credit card guarantee), the traveler is responsible for notifying the hotel of a cancellation and will not be reimbursed for the penalty if he/she fails to make the cancellation notification. The traveler’s supervisor may approve an exception if the failure to notify the hotel of the cancellation is due to extenuating circumstances beyond the traveler’s control.

Travelers will not be reimbursed for free accommodations awarded in connection with hotel frequent guest programs.

OTHER REIMBURSABLE EXPENSES

Travelers may also be reimbursed for actual reasonable telephone, fax, copying, computer connection, and other business costs. Membership fees necessary to attend a conference or meeting are also reimbursable. If the traveler is away from home for more than 5 days, he/she may also be reimbursed for the actual expenses for laundry services.

PREPAYMENTS AND CASH ADVANCES

The traveler may request prepayment for: 1) conference/registration fees greater than $100.00; or 2) airline tickets purchased through the University preferred travel agency. Cash advances will be limited to student and team travel and are limited to the estimated cost less any prepayments. Youngstown State University also has an agreement to offer charge cards to full-time faculty and administrative staff through the Accounts Payable Travel Management Office. Although these cards are issued through the University, the cardholder is personally responsible for paying the charges.

SELECT CARD

The Select Card is part of the Commercial Card Program administered by Materials Management. Anyone using the Select Card must be in compliance with the Board of Trustees approved Travel Guidelines and those set forth by Materials Management. The authorized Select cardholder may use the card only for his/her travel or business-related expenditures. Contact Materials Management for details or view the Select Card Usage under the Commercial Card Website: (http://www.ysu.edu/matmgmt/ccard.htm)

SPOUSAL TRAVEL

The University will not reimburse a spouse’s travel expenses when the spouse performs only incidental duties during the business travel. Expenses for an employee’s spouse may be reimbursed if the spouse who attends a function has a significant role in the proceedings or is involved in fundraising activities, which constitutes a valid business purpose. Spousal travel reimbursement requires approval of the President or the President’s designee.

NON-EMPLOYEE TRAVEL REIMBURSEMENT

Individuals who are not employed by the University but are invited to the University for business purposes may pay their travel expenses directly and then request reimbursement. Candidates for employment may be reimbursed by following the procedures established by Human Resources. All other non-employee travel reimbursements (e.g., guests, speakers, and volunteers) will be processed using the Independent Contractor forms.

STUDENT TRAVEL (Non-Athletic)

Student travel is intended to support or enhance the educational mission of the University. As stated previously, the University’s Travel Guidelines apply to anyone who travels on University business, including students. Any exceptions to the general Travel Guidelines, specific to students, are detailed below.

All student travel under the auspices of the University or for which reimbursement is to be claimed must be approved before the fact by the President or designee. For this purpose, the President designates the dean of the appropriate college for academic field trips and the Executive Director of Student Life for all other student travel.

Policies Specific to Student Travel

1. Prior to travel students should complete Sections A and B of the “Travel Expense Report.”

2. If an individual student, traveling with a faculty or University staff member, will not receive reimbursement, he or she may be listed on the faculty or staff member’s “Travel Expense Report.”

3. If more than one student is traveling, a list containing names and University ID numbers of all authorized student travelers must be included.

4. No reimbursement shall be made for the cost of entertainment or alcoholic beverages.

5. Public monies may not be utilized to fund, in whole or part, student excursions. Excursions shall be defined as travel off campus to an event or activity, which has limited or no direct educational value and which is primarily of direct personal benefit to those traveling.

6. Prepayments for student travel are not subject to the $100 minimum established for non-student travel. All other approval and reimbursement procedures detailed in the University Travel Guidelines shall apply to students.

STUDENT ATHLETE/TEAM TRAVEL

Student-athletes, cheerleaders, student managers, student trainers, student coaches, and student staff are required to travel as representatives of the University to participate in athletic events, make promotional and/or community outreach appearances, or attend meetings. As previously stated, the University Travel Guidelines apply to anyone who travels on University business, including students. Any exceptions to the general travel guidelines specific to the students listed above are detailed below.

Prior Approval of Travel:

All Athletic Department student travel must receive prior approval by the Executive Director of Athletics or designee. For this purpose, the Executive Director of Athletics designates the Athletic Business Manager for Intercollegiate Athletic travel.

Policies Specific to Athletic Department Student Travel

1. The “Travel Expense Report” must be completed in advance. The travel will be issued in the coach’s or a staff member’s name and a list of student travelers and their University ID numbers will be attached using only one travel form for the entire group.

2. The coach or staff member heading the group travel may request an advance for anticipated costs of the travel provided the travel is processed in sufficient lead time for the Accounts Payable Travel Management Office to prepare the check. In the event of a last-minute travel (e.g., playoffs) when travel plans cannot be made in advance, arrangements will be made by the Athletic Business Manager with the Accounts Payable Travel Management Office to expedite funds whenever possible.

3. All NCAA rules will be followed in addition to the established University guidelines for reimbursement.

4. An exception to the University Travel Guidelines lies in the area of entertainment. NCAA guidelines allow a coach to entertain the students while on travel status in certain instances. However, all entertainment expenses will be approved in advance by both the Associate Director of Athletics/Senior Administrator and the Athletic Business Manager and will be charged to the sport’s Restricted Gifts (fund raising) account. A pre- or post-game meal or snack is also permitted in addition to the three meals provided.

5. The Executive Director of Athletics may impose lower reimbursement levels than those provided in the guidelines for University travel.

6. All other approval and reimbursement procedures detailed in the University Travel Guidelines shall apply to Athletic Department student travel.

FOREIGN TRAVEL

1. Travel to Countries under State Department Advisory - The U.S. State Department maintains a list of countries for which travel advisories have been issued. The State Department's Web page states: "Travel Warnings are issued when the State Department decides, based on all relevant information, to recommend that Americans avoid travel to a certain country. Countries where avoidance of travel is recommended will have Travel Warnings as well as Consular Information Sheets." The State Department's Web site for travel advisories is: (http://travel.state.gov/travel/cis_pa_tw/cis_pa_tw_1168.html). Requests for travel to countries under State Department Advisory must be made in writing at least two full weeks prior to the requested departure date and forwarded to the Office of Environmental and Occupational Health & Safety to ensure proper insurance coverage for the traveler. Authorization confirming insurance coverage is to be attached to the “Travel Authorization/Advance”.

2. Foreign Currency Exchange - The U.S. dollar equivalent should be included on receipts for purchases in foreign currencies. The traveler can use an exchange rate based on a receipt of exchange from a bank or an airport exchange location. The traveler can also use the Web currency converter located at: (http://www.xe.com)and choose the "typical credit card rate parameter" to determine the correct exchange rate. 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 credit card statement.

3. Foreign Per Diem Rates – The University’s foreign travel per diem rates are based on the U.S. Department of State’s website at: International M&IE Link

4. Foreign Travel Using Sponsored Funds - Occasionally, some sponsored projects and contracts require that the sponsor’s administrative officer approve all foreign travel in advance. When agency approval is required, the principal investigator should contact the Office of Grants and Sponsored Programs for assistance with writing a letter to the sponsor explaining the business purpose of the travel and the anticipated costs. The Dean of Graduate Studies and Research (Authorized Institutional Official) must countersign this letter before it is submitted to the sponsoring agency. Written approval from the agency must be received before any travel-related costs are charged to the account. The Dean of Graduate Studies and Research, or designee, must approve all requests for foreign travel reimbursement.

 

If using sponsored funds for air travel, the federal requirement (i.e., The Fly America Act) states that domestic grantees must use U.S. flag carriers to the maximum extent possible when commercial air transportation is the means of travel between the United States and a foreign country or between foreign countries. This requirement shall not be influenced by factors of cost, convenience or personal travel.
The detailed implementation practices adopted to conform to the Fly America Act may differ among federal agencies. Accordingly, individuals traveling abroad should consult agency guidelines and/or contact the Office of Grants and Sponsored Programs to ensure compliance with the respective agency requirements. Additionally, travelers on foreign trips sponsored by federal funds should use the University-preferred travel agent and inform the agent that they are subject to this Act when making airline reservations.

5. Visa and Vaccination Costs – will be reimbursed and must be supported by documentation.

6. Study Abroad and Foreign Travel by Students - visit the website for the Center for International Studies and Programs at: www.ysu.edu/cisp

REPORTING AND DOCUMENTATION OF EXPENSES

The traveler may request reimbursement for travel-related expenses by completing Section C of the “Travel Expense Report” and forwarding to the signature authority for the account being charged or the traveler’s supervisor for approval. The completed “Travel Expense Report” should then be submitted to the Accounts Payable Travel Management Office within ten (10) business days of the completion date of the trip.

The following documentation is required to substantiate expenses for reimbursement:

1. Air/Rail – Original passenger receipt or e-ticket printout

2. Lodging – Original itemized hotel bill (including telephone calls) providing proof of payment

3. Car Rental – Original rental agreement providing proof of payment

4. Business Meals/Entertainment - Original receipt plus names of the individuals present, business affiliations, business purpose of the meal meeting and the date/place of the meeting.

5. Travel Meals (per diem) – no receipts required

6. Conference/Registration Fee (if not prepaid) – Original receipt showing proof of payment.

7. Travel expenses exceeding $25.00 per expenditure require receipts.

Claims for reimbursement not covered by these guidelines or exceptions will be returned to the traveler. Upon written recommendation of the traveler’s Executive Officer or the Chief Research Officer in the case of externally sponsored programs, and appropriate justification, the President (or designee on file) has the sole authority to approve other exceptions to this policy.

NON-REIMBURSABLE ITEMS INCLUDE (but are not limited to):

1. Alcoholic beverages (except when Business-Related/Hospitality and charged to
discretionary accounts)

2. Personal entertainment expenses (e.g., airline headsets, movies, tours, sporting events)

3. Traffic fines, parking tickets and court costs

4. Lost and overweight baggage

5. Personal auto repairs, personal credit card annual fees, personal telephone charges

6. Insurance for rental vehicles

7. Medical expenses

8. Additional life insurance

APPENDIX

1. Ohio Revised Code (4509.51) requirements for vehicle owner’s liability insurance
are: $12,500 because of bodily injury to or death of one person in any one accident;
$25,000 because of bodily injury to or death of two or more persons in any one
accident; and $75,000 because of bodily injury to property of others in any one accident.

2. Mileage Reimbursement Rate (effective January 1, 2007): 42 cents per mile (i.e., 85% of 48.5)

3. Mileage Reimbursement for Dealer-Supplied Cars: 25 cents per mile

YSU PRORATION OF M&IE (Meals and Incidental Expenses ) FOR PARTIAL DAYS
 
1. Meals include gratuities.

2. Incidental expenses included fees and tips given to porters, baggage carriers, bellhops and hotel maids

3. For M&IE rates over $140, prorate 20% for breakfast, 25% for lunch and 55% for dinner.