UNIVERSITY OF PITTSBURGH POLICY 05-07-01
CATEGORY: FINANCIAL AFFAIRS
SECTION: Business Expenses
SUBJECT: Travel and Business Expenses
EFFECTIVE DATE: July 17, 2003 Revised
PAGE(S): 14
I. SCOPE
The University's Travel and Business Expense Policy applies to
all faculty, staff and students who incur expenses while engaged
in University business or related travel and who intend to
receive reimbursement from the University. The policy
establishes responsibilities and guidelines for ensuring that
travel and business expenses are valid, necessary and in
compliance with University accounting procedures. It pertains to
travel and business expenses for all sources of University funds
including unrestricted, restricted, endowment, student loan and
plant funds.
II. POLICY
Travel and Business Expenses
The University will reimburse faculty, staff or students for
approved and authorized expenses incurred while on University
business and/or related travel when the expense is:
- Actual and reasonable
- Necessary in performance of University business
- Supported by a valid proof of expense such as a cash or
other original receipt unless otherwise provided in this
policy
- In compliance with all the conditions established in this
policy
The University will only reimburse expenses that have been
incurred. Where sponsor, agency, or other regulations are more
restrictive and require reimbursement other than such prescribed
by this policy, the sponsor, agency, or other regulations will
apply.
It is encouraged that other individuals (candidates for
employment including spouses, volunteers, visiting
faculty/lecturers, consultants, prospective students) be advised
to follow this policy in advance of incurring expenses. If it is
not practicable to do so, these other individuals will be
reimbursed for actual travel and business expenses that are
reasonable and documented.
(Note: The word "individual" is used in this policy as a general
definition to describe faculty, staff, students or others where
the University is able to exercise some control over travel
practices. Since it is not realistic to uniformly apply this
policy to certain other sets of individuals, those listed in the
preceding paragraph are not to be considered part of the general
definition.)
Payment Processing
The Payment Processing Department, Budget and Controller’s Office
will review Travel and Business expense reports for proper
supporting documentation, approval, mathematical accuracy,
appropriate account coding and adherence to policy requirements
prior to issuing reimbursement checks.
Material misstatements, significant errors or items that are
clearly not in compliance with this policy will be deducted from
reimbursement and the non-compliant items will be returned to the
approver. Minor errors will be corrected by Payment Processing
and will result in an amended reimbursement with subsequent
notification to the individual and department.
The Payment Processing Department will provide interpretations of
the Travel and Business Expense policy.
Regional Campuses and other units with accounts payable
responsibilities are required to review Travel and Business
Expense Reports pursuant to this policy. Such disbursements may
be subject to further review by the Payment Processing
Department.
Periodic audits will be conducted by the Internal Audit
Department to monitor compliance with policy.
Individual Responsibility
It is the responsibility of each faculty or staff member, or
student who incurs expenses while engaged in University business,
and who requests reimbursement from the University to:
- Verify that all expenses being paid or reimbursed by the
University are valid and conform to the provisions
established in this policy, and understand that requests
lacking required documentation will not be reimbursed.
- Ensure that expenses have not been previously paid through a
Business Travel Request, Disbursement Request, Travel
Advance or by an outside organization.
By signing the request for reimbursement, the individual is
attesting to the above.
Approval Signatures
Only the expenses approved by the original signature of the
authorized signer will be accepted for processing. Facsimile
signatures are not permitted. This section (Approval Signatures)
applies to the following University forms:
- Travel and Business Expense (Form 0060)
- Travel Advance (Form 0061)
- Business Travel Request (Form 0062)
- Disbursement Request (Form 0106)
The act of approval is a representation that the expenses were
incurred, are reasonable, adequately documented, serve a
legitimate business purpose, and are in full compliance with
University policy. An individual shall not approve their own
expenses nor may approvals be granted by any peer of the
individual requesting the expenditure or reimbursement. In
addition, approvals may not be granted by any subordinate within
the direct reporting structure of the individual requesting the
expenditure or reimbursement.
Exceptions
Unless otherwise provided in this policy, exceptions to any
provision of this policy require written approval from one of the
following:
- Chancellor and Chief Executive Officer
- Senior Vice Chancellor and Provost
- Executive Vice Chancellor
- Vice Chancellor, Budget and Controller
- Senior Vice Chancellor, Health Sciences
- Vice Chancellor Institutional Advancement
Requests for policy exception must move upward through each level
of the reporting structure related to the individual desiring
exception to this policy. Requests for policy exception must not
be forwarded directly to one of the above listed individuals if
such an action passes over a level in the organization's
reporting structure.
Travel Agency Credit Accounts
The establishment of credit accounts with travel agencies is
solely the responsibility of the Department of Travel Management.
Direct billing arrangements may be made only by the Office of
Travel Management.
Prepayment or deposits on account with a travel agency are
prohibited. Payments to consultants or employees for services
rendered to the University using a travel agency credit in lieu
of cash are not permitted.
Certified Travel Agencies
All airline, hotel and car rental reservations must be made
through a University bid and certified travel agency. (See
Procedure 05-07-01.) The University, from time to time, will
evaluate the performance, competitiveness and accessibility of
various travel agencies. Since it may be impracticable for
certain University entities to facilitate travel arrangements
with the University's certified travel agencies, such entities
must develop a policy and procedure with the Office of Travel
Management. Payments will not be made to non-certified travel
agencies or individuals who request reimbursement for such
expenses.
Exceptions from Use of a University Certified Travel Agent
There are exceptions that allow for deviation from using
University certified travel agents. The following may be
considered exceptions to the use of a University certified travel
agency:
- Situations where individuals can make travel arrangements or
use special coupons (such as senior citizen coupons) that
provide lower cost and where documentation is presented with
the Travel and Business Expense Report. The documentation
will be provided to the University's Office of Travel
Management by the Payment Processing Department on an "after
the fact" basis to:
- Communicate and document instances of more favorable
pricing or service to benefit the entire University
community.
- Provide additional data that will be used as criteria
for evaluating the University's certified travel
agents.
- Itinerary changes related to situations of emergency or
during odd hours where a University certified travel
agent is not available.
- Group airfare and hotel reservations for a conference,
meeting or seminar where the hosting organization has
made reservations at a substantial discount that cannot
be similarly arranged by a University certified travel
agent.
- Occasions where a University certified travel agent
cannot participate in an offering through an airfare
"wholesaler" or "consolidator."
- Situations involving circuitous, unreasonable or unsafe
travel arrangements. If such a situation should occur,
please contact the University's Office of Travel
Management.
Exceptions Requiring Advance Approval
Other than as described immediately above, all other exceptions
must be approved by the University's Office of Travel Management.
Requests for exception to the use of a University certified
travel agent should be sent in writing to the University's Office
of Travel Management who may, by signature, authorize a one-time
exemption. Recognizing that situations may occur where a small
"window of opportunity" may exist, responses to such requests for
exemption shall not be unreasonably withheld.
The written documentation of the exemption must accompany the
Travel and Business Expense Report.
Restricted Funds
Travel and business expenses incurred on grants, contracts,
sponsored programs, or restricted funds must comply with
University policy and any specific expenditure policy of the
funding source, if more restrictive than University policy.
Social Functions Including Primarily University Personnel
Reimbursement to individuals for expenditures pertaining to
social events, such as holiday parties, and the like, require
written approval from the Chancellor, Provost or appropriate
Senior Vice Chancellor, Executive Vice Chancellor, Vice
Chancellor, Dean or equivalent Academic Director. Otherwise,
such expenditures are personal expenditures and will not be paid
with University funds. In addition, such events may not be
billed directly to the University or paid through a University
service operation, (e.g. University's Food Services Department)
without an approval as described immediately above.
Organized Business Meetings
Food and beverage for organized business meetings held in
University owned and operated facilities where the cost is
expected to exceed $100.00 must be obtained through the
University's Food Services Department (including Pitt Club) or
Regional Campus equivalent operation. For small events where the
total cost of food and beverage does not exceed $100.00,
individuals may use the best source for obtaining services. All
other exceptions must be obtained from the University's Director
of Food Service in accordance with University Policy 05-06-03,
Disbursement Requests, and Policy 04-05-01, Food Service and
Catering.
Expenditures for organized business meetings, whether on or off
campus, must be approved by the Chancellor, Provost or
appropriate Senior Vice Chancellor, Executive Vice Chancellor,
Vice Chancellor, Dean, Academic Director or Responsibility Center
Head. Organized business meetings may include other University
individuals whose presence is required and necessary for the
conduct of official University business such as interviewing of
candidates and special University programs. The meal cost,
including tips, may not exceed $60.00 per person.
Reimbursement for official University business events such as
retirement receptions, employee recognition receptions or
University-endorsed student activities are permitted with the
approval of the Chancellor, Provost or appropriate Senior Vice
Chancellor, Executive Vice Chancellor, Vice Chancellor, Dean,
Academic Director or Responsibility Center Head.
Gifts and Contributions
The University will not reimburse individuals for gifts and
contributions of any type without the approval of the Chancellor,
Provost or appropriate Senior Vice Chancellor, Executive Vice
Chancellor, Vice Chancellor, Dean, Academic Director or
Responsibility Center Head. Political contributions are not
reimbursable.
Methods of Expense Payment
Corporate Credit Card Program Eligibility - All full-time
University employees who have been employed by the University for
at least six (6) months are eligible (subject to some
limitations, contact University Office of Travel Management for
details) to apply for a University of Pittsburgh corporate credit
card. The credit card is to be primarily used for employee
incurred University business expense, but may also be used for
personal expenditures. The cardholder is individually and
personally responsible for all charges to the University of
Pittsburgh credit card. When an individual leaves the
University, the card must be surrendered to the University and
the account will be closed.
Credit Card Uses - A University of Pittsburgh corporate credit
card or personal credit card should be used whenever possible for
expenses incurred while traveling on University business, and for
prepayment of event registration and room reservation guarantee.
Using the corporate credit card or other personal credit cards
will minimize or eliminate the use of personal cash and the need
for Travel Advances. Credit card fees and finance charges will
not be reimbursed.
Direct Payments - Other than as described below, travel and
business expenses may not be billed directly to the University or
prepaid by either the University or a certified travel agency.
Such expenses must be paid by the individual and reimbursed
through the submission of a Travel and Business Expense Report.
The University will make direct payment related to travel or
business expense for the following:
- Invoices for conferences or seminar registration fees. For
conference registrations not payable by credit card or group
travel services, payment may be made using the Disbursement
Request (Form 0014).
- Lodging expenses directly billed to the University through
an agreement with a Certified Local Hotel. (See Procedure
05-07-01, Exhibit E.)
Travel Expense Advance
Applicability and Limitations - Since the use of a University of
Pittsburgh corporate or other personal credit card is highly
recommended, each Travel Advance will be limited. If an advance
is necessary, it will be limited to a total of the standard
domestic meal allowance per day plus $100 per trip (from the
office or home to ultimate destination and return) for domestic
travel. Travel advance limitations related to foreign travel
will be determined individually; contact the Payment Processing
Department for further information. Travel advances must be
approved by the administrator who has the authority to approve
the individual's expense report.
A Travel Advance may:
- Be obtained by check only.
- Be split between a Sponsored Project or Program account(s),
and other University accounts.
- Not be disbursed more than ten (10) working days prior to
intended departure date.
- Not be issued to an individual if a previous advance is
outstanding.
Exceptions to the Advance policy may be granted by the Payment
Processing Department if:
- The individual does not qualify for participation in the
University of Pittsburgh's corporate credit card program.
- The nature of the travel makes the use of a credit card
difficult.
- Extended foreign travel is involved.
- Funds are required for a prepayment or deposit related to
travel that will not occur for an extended period of time.
(Note: The extension of this provision is only related to
instances where the individual would otherwise be required
to expend personal funds and not be able to receive
reimbursement until travel is complete.)
Liquidation of Travel Advance
Accounting for expenditures related to a Travel Advance must be
completed within ten (10) business days from the date of travel
return.
Expenses related to Travel Advances must be liquidated by each
fiscal-year end (June 30) otherwise the travel and business
expenses will be reported against the succeeding year's budget.
Traveler's Checks
Traveler's check fees for domestic travel will be reimbursed only
if there are valid security reasons documented with the Travel
and Business Expense Reimbursement request. Traveler's check
fees for foreign travel are reimbursable.
Travel Expenses Reimbursed by an Outside Organization
Travel expenses incurred by an individual solely for the benefit
of an outside organization where the individual is acting in a
consulting, advisory, or other capacity not directly related to
their University responsibilities are considered personal
expenses and will not be reimbursed. In addition, such expenses
may not be charged to the University and then later reimbursed to
the University by the individual. It is the responsibility of
the individual to obtain reimbursements or expense advances
directly from the outside organization.
Shared Travel Expenses
The University will reimburse only for its share of travel
expenses and prefers to receive original receipts. If an outside
organization insists on obtaining original receipts, photocopies
of receipts accompanied by an explanatory memorandum signed by
the appropriate Account Administrator must be submitted with a
Travel and Business Expense Report for the University's portion
of the reimbursement.
Travel with Spouse/Personal Guest
The University will not reimburse non-business expenses incurred
by a spouse and/or guest in connection with the business travel
requirements of a University employee. Additionally, such
expenses may not be charged directly to the University and then
later reimbursed to the University by the individual. These are
considered personal expenses.
Combined Personal/Business Travel
Actual expenses that are strictly personal in nature incurred
during business travel will be the sole responsibility of the
individual and not reimbursable by the University.
Foreign Currency Expenses
Fees for exchanging foreign currency and purchasing traveler’s
checks for foreign travel will be reimbursed when original
receipts are submitted with the Travel and Business Expense
Report. However, in such places where currency is not freely
convertible, the original receipt must be returned in order to
convert the currency back to U.S. dollars. In such cases, copies
of receipts are acceptable.
Group Travel
A group of ten (10) or more participants, traveling to the same
destination, over the same dates, from one or more origin cities,
may qualify for group travel rates. In order to obtain group
travel discounts, meeting planners should contact any of the
University’s certified travel agents, or the University's Office
of Travel Management for assistance. In addition, meeting
planners must notify the University's Office of Risk
Management/Insurance for Travel Accident Insurance provisions
related to group travel.
Transportation
Air Travel
- All University travelers are expected to travel using
commercial airlines at the cost of "lowest logical airfare"
in the United States unless business circumstances cannot
accommodate such scheduling or the medical condition of the
individual requires other arrangements. The lowest logical
airfare is defined as the lowest-price coach class airfare
available for flights within two hours before or after the
requested departure or arrival time that does not:
- Exceed a 1-1/2 hour layover time.
- Increase the one-way elapsed trip time by more than 2
hours.
- Include more than one stop and/or connection in the
traveler's one-way route.
The "lowest logical airfare" definition does not require
individuals to:
- Arrive later than necessary for participating in an
event related to the reason for traveling.
- Depart earlier than necessary from the end of an event
related to the reason for traveling.
- In such cases, the individual must travel using the lowest-
price coach class airfare available to achieve more
appropriate scheduling. Business class flights are
allowable on flights of six hours or more.
- Business travel should be arranged as far in advance as
possible to take advantage of discounts.
- When attending conferences/seminars, travel discounts for
the attendees may have been negotiated by the sponsoring
organization. When travel discount information is received,
contact a University certified travel agent who will assist
in comparing discounted fares and make travel arrangements.
(Note: Certain restrictions may exist that could preclude
University certified travel agents from making similar
arrangements, see section Certified Travel Agencies,
Exemptions from use of a University Certified Travel Agent.)
- Travel Changes/Cancellations - Individuals must promptly
return the unused portions of airline tickets to the
University certified travel agent used in the original
booking.
- Substantial savings can be obtained by using "Consolidator"
or "Wholesale" airfares. However, this type of fare
generally carries substantial restrictions and penalties.
To obtain information concerning "Consolidator" airfares,
contact any University certified travel agent.
- Charter flights must be approved by the University's Office
of Travel Management prior to making arrangements. The
Office of Travel Management will assist in arranging charter
travel.
- Travel Accident Insurance is carried by the University.
Additional insurance is not reimbursable by the University.
- Conversion of airline tickets for personal benefit in
connection with: a) downgrading of tickets; or b) returning
unused tickets for either cash, credit, or personal airline
tickets is prohibited.
- Deliberately causing the University to pay more than the
lowest logical airfare for the purpose of obtaining personal
gratuities (e.g. frequent flyer awards, first class
upgrades, etc.) is prohibited.
- Original airline passenger receipt must be submitted with a
Travel and Business Expense Report.
(Note: See section related to Shared Travel Expenses for
exception provision.)
Ground Transportation
Airport Limousines, Courtesy Shuttles and Taxis – Travelers
should compare costs of alternate transportation to minimize the
cost of ground transportation between airports and hotels or
other final ground destinations. Where possible, purchase round
trip tickets for shuttles, as their cost is generally less.
Original receipts for limousines, shuttles and taxis must be
submitted with the Travel and Business Expense Report regardless
of the amount in order to obtain reimbursement.
University Fleet Services Vehicle Rental - It is encouraged that
University owned vehicles be used for transportation on
University business where possible by faculty, staff or students
if such individuals have a valid driver's license. The
University's Office of Parking, Transportation and Services
maintains a fleet of automobiles and passenger vans that are
available to rent for University business travel originating in
Pittsburgh. Contact the University's Fleet Services Vehicle
Rental to inquire about pricing and availability.
The daily fleet rental rate includes gasoline, insurance and
related deductibles. Rental charges may be paid by presenting
Fleet Services Vehicle Rental with a properly authorized Business
Travel Request (Form 0062) when vehicle is received.
Bus Charters - Arrangements for chartered bus service,
originating in Pittsburgh, are to be made through the
University's Office of Travel Management.
Commercial Vehicle Rental
- Vehicle rental reservation for out of town use must be
arranged through a University certified travel agency.
(Note: See section Certified Travel Agencies, Exemptions
from use of a University Certified Travel Agent, and
Exemptions Requiring Advance Approval.)
- Mid-size, intermediate or smaller cars must be used except
when the number of individuals or stowage requires a larger
car.
- Car Rental collision and liability insurance for domestic
travel (including deductibles) are covered by general
University funds. Additional charges through a car rental
agency are not reimbursable for domestic travel as these
costs are duplicative of the University's collision and
liability insurance coverage.
(Note: Instances related to extended car rentals (over 30
days) or foreign travel may require additional insurance,
contact the University's Office of Risk Management/Insurance
for further information.)
- The physical condition of the rented car is to be examined
prior to leaving the car rental lot. Damaged areas of the
car are to be immediately reported to the car rental agency.
Damage should be documented on the car rental agreement to
avoid possible dispute over damages for which the University
is not responsible.
- Insurance requirements for vehicles rented in a foreign
country must be discussed with the Office of Risk
Management/Insurance prior to travel.
- The University's corporate credit card should be used as
payment for vehicle rental.
- Original rental agreement and any associated gasoline
receipts must be submitted with the Travel and Business
Expense Report.
- Rental cars should be refueled prior to return to avoid
refueling surcharges levied by the car rental agency.
Privately Owned Vehicles
- A privately owned vehicle may be used for business travel
provided the vehicle is insured by the private owner and the
individual using such a vehicle has a valid operator's
license.
- It is expressly understood that while using a privately
owned vehicle, the operator assumes all responsibility for
accidents to the extent of the operator's insurance
coverage.
Accidents involving injuries or damages to other persons or
property while using a privately owned vehicle on University
business must be immediately reported to the operator's
insurance company. In addition, the operator must also
notify the University's Office of Risk Management/Insurance
because the University maintains liability insurance
coverage generally in excess of the individual's liability
limits.
- The total cost of using a privately owned vehicle including
mileage, excess lodging or other additional cost should not
exceed the cost of air transportation.
- Use of a privately owned vehicle is reimbursed at the
prevailing Internal Revenue Service mileage rate. This
mileage rate covers all operating costs including
depreciation, repairs, gasoline, insurance, towage and other
similar expenditures. Reimbursement for two or more persons
traveling in the same vehicle is limited to the mileage
reimbursement paid to the driver. Under normal
circumstances, mileage is computed from the individual's
normal place of business to the destination and return to
the individual's normal place of business.
Other Modes of Transportation
Other transportation (e.g. ship, train, etc.) not specifically
outlined above, may be acceptable provided that excessive expense
or time is not required to accommodate the individual's
preference. Other modes of transportation are subject to the
following guidelines.
- Economy class must be used.
- Accommodations must be made through a University certified
travel agency where possible.
(Note: University certified travel agents may not be able to
provide certain modes of transportation.)
- Original passenger receipt must be submitted with Travel and
Business Expense Report.
(Note: See section related to Shared Travel Expenses for
exception provision.)
Meals - While in Travel Status
Expenses for meals during travel with an overnight stay will be
reimbursed in accordance with the following:
Standard Meal Allowance (Domestic Travel - 48 States) - (The term
"Standard meal allowance" includes incidental/expense.
Incidental expenses include costs for laundry, cleaning, and tips
for services.)
Meals and incidental expenses (M&IE) combined will be reimbursed
without receipts or other documentation of expense using the
standard meal allowance.
The standard meal allowance provides for daily reimbursements
depending on exact location.
(See the Domestic and Foreign Per Diem Rates per diem guide.)
Where actual expenses are less than the prescribed rate for a
particular area, individuals should request reimbursement for
actual expenses in lieu of the standard meal allowance without
submission of receipts.
Deans, Directors, or Responsibility Center Heads may establish
standard meal allowances at lower levels than the maximum meal
allowance set forth in this policy.
(Note: The amounts indicated in Procedure 05-07-01 are as listed
in the Federal Travel Regulations and may change periodically.)
(Refer to the discussion for instances involving an organized
business meeting while in travel status.)
Standard Daily Allowance (Foreign Travel, Alaska and Hawaii) -
Lodging, Meal and Incidental Expense per day allowances will be
permitted in accordance with per diem rates as indicated in the
federal publication: Maximum Travel Per Diem Allowances for Foreign Areas.
Receipts or other documentation of expense are not required.
Contact the University's Office of Travel Management for
information on rates for a specific geographic area.
(Note: Reimbursement for lodging using a per diem allowance is
permitted for foreign travel. Refer to section on Foreign Travel
Expense Reporting.)
Travel for Less Than 24 Hours (day trip and en route days for
overnight travel) - For each travel day less than 24 hours the
reimbursement must be prorated. The Standard Meal Allowance in
effect will be that of the destination area.
Planned Meals Provided by Conference or Seminar Host - A
reasonable reduction should be made to the M&IE daily allowance
to account for sponsor preplanned meals as provided and included
in the cost of a conference or seminar.
Organized Business Meetings While in Travel Status - Expenses for
the individual (host) and guest meals will be reimbursed at face
value of original receipts. The name and affiliation of the
guest, the business purpose of the meeting and the original
receipt must be included with the Travel and Business Expense
Report. The meal cost, including tips, may not exceed $60.00 per
person. When traveling on University business that is occasioned
by an organized business meeting, a reasonable reduction to the
M&IE daily allowance should be made when requesting expense
reimbursement. In such cases the maximum meal cost of $60.00 per
person would exceed the applicable portion of the Standard Meal
Allowance per day maximum amount.
For Other University Employees - In general, the University will
not reimburse individuals for meals bought for other University
individuals. (Note: See exception for Organized Business
Meetings.)
Lodging
- Off-campus lodging reservations must be made through a
University certified travel agency.
(Note: See section Certified Travel Agencies, Exemptions
from Use of a University Certified Travel Agent, and
Exemptions Requiring Advance Approval.)
- Reimbursement for lodging may not exceed the normal rate for
a standard single room.
- If, by policy exception, the individual is required to make
a lodging reservation, the educational or corporate rate
should be requested.
- Original itemized lodging receipt must be submitted with the
Travel and Business Expense Report.
(Note: Reimbursement for lodging using a per diem allowance
is permitted for foreign travel. Refer to section on
Foreign Travel Expense Reporting.)
- University guest lodging in Pittsburgh should be arranged
through a local hotel certified by the University. (See
Procedure 05-07-01, Exhibit E, for list of University
Certified Local Hotels.)
- Room charges for luxury accommodations are not reimbursable.
Accommodations at resort hotels are not permitted unless the
hotel is the site of the conference being attended.
- If intended travel plans change, the individual traveling is
responsible for canceling a hotel reservation. Failure to
cancel a guaranteed hotel reservation could result in a "no
show" billing for the reserved room. The deadline for
canceling a reservation without penalty varies with each
hotel.
Communication
The University’s CSSD Telecommunications Office administers the
University telephone calling card program. Through this program,
telephone credit cards may be issued either temporarily or
permanently to an individual. The use of a telephone credit card
represents a method to significantly reduce telecommunications
costs and should be used when it is anticipated that an
individual will be originating a number of telephone calls when
away from the University. Contact the CSSD Telecommunications
Office for information concerning the telephone calling card.
- All business related calls will be reimbursed regardless of
call origin, (e.g. from home, while traveling).
- One personal call (of reasonable duration) per day will be
reimbursed if on business overnight.
- Telegraph, postage and facsimile transmissions will be
reimbursed when associated with business travel.
- Cellular or portable telephone rental and related charges
are not reimbursable.
- Original receipts must, when possible, be submitted with the
Travel and Business Expense Report.
Parking and Tolls
- Parking costs and tolls will be reimbursed when original
receipts are submitted with the Travel and Business Expense
Report.
(Note: See section related to Shared Travel Expenses for
exception provision.)
Non-Reimbursable Expenses
- Fines for traffic or parking violations
- Child care expenses
- Medical costs, doctor fees, prescriptions or other drugs
(Note: Immunization injections required for foreign travel
that are not provided through insurance or other "no fee"
arrangement are reimbursable.)
- Home or lawn maintenance costs
- Personal credit card fees
- Theft, loss or damage of personal property
- Hotel movie rentals
- Repair, maintenance or insurance of personal vehicles
- Travel insurance
- Political contributions
- Employee tickets and related expenses for shows, sporting
events, social and amusement activities, while traveling on
University business
- Expenses for traveling from an individual's home to work or
return
- Luxury limousine service
- Auto rental insurance charges
The above list of non-reimbursable expenses serves as a guide and
is not to be considered all-inclusive. All business/travel
expenses are subject to review and final approval by the Payment
Processing Department.
Expense Reporting
Submission of Expense Reports - Travel and Business Expense
Reports should be submitted within ten (10) working days of
returning from travel, or incurring the expense if not travel
related. Small expenditures made during a month may be
accumulated and submitted at a later date.
Repayment of Travel Advances - Repayment of unused portions of
travel advances must be made by personal check or money order.
Cash payments will not be accepted. Checks must be payable to
the University of Pittsburgh and submitted with the Travel and
Business Expense Report.
Foreign Travel Expense Reporting - Foreign travel expenses will
be reimbursed using per diem allowances.
Per Diem Reimbursement - Lodging, meal and incidental expense per
day allowances will be permitted in accordance with per diem
rates as indicated in the federal publication, Maximum Travel Per
Diem Allowances for Foreign Areas. Contact the University's
Office of Travel Management for information on rates for a
specific geographic area.
Valid Proofs of Expense (when required by this policy.)
Original Cash Receipts - Cash receipts indicating vendor name,
cash terms and amount are acceptable.
Credit Card Receipts - Credit card receipts may be used as
supporting documentation for expenses such as meals and
conference registrations. Credit card receipts may not be used
to support lodging expenses.
Photocopies of Canceled Checks - Photocopies of canceled checks,
front and back including the endorsement are acceptable support
documentation when the original receipts are not available.
III. REFERENCE
Procedure 05-07-01, Travel and Business Expense