University Sponsored Project Travel

Marcia BlackOffice of Research Compliance and Administration

To Be Reimbursed Travel Must Be:

Authorized Who’s going and why

Reasonable Coach flying and mid-priced hotels

Appropriately Documented Reflect entire trip with receipts

*If later than 30 days after a trip the payment may be denied.

Why so many rules???

The IRS Drexel University Legal and Contractual

Requirements Terms of the Grant or Contract can be even

more restrictive

The Responsibility to Comply

Is that of the Traveler

ANDHis/Her

Supervisor

Forms Are Available

Receptionist at the Comptroller’s Office- 3201 Arch Street 4th floor.

Main Building- 1st floor outside of the Bursar’s Office

A Traveler May Not

Approve his/her own form. The signature of a supervisor is required. These signatures certify that the travel reports are

complete & accurate. Traveler must use his/her Drexel ID# NOT soc sec #.

Travel Advances

Travel Advance Form

Travel Advances Are Available

For University Faculty & Staff.

Cannot be used for students or non-employees.

Cannot be used to pay for pre- travel purchases on the traveler’s credit card.

Travel Advances are Not For

Airfare Rail Tickets Hotels Use Department Purchasing Card for these items

Advances are Used For

Meals and Miscellaneous (cab fare, buses) Not more than $100 per travel day Not more than $500 per trip Not earlier than 7 days before travel

* Any variation requires written approval from unit Senior VP and Senior VP for Finance and Treasury.

After Travel Advance is issued-

A Travel Reimbursement Report form must be completed-signed by traveler, supervisor, Office of Research and sent to A/P*.

Due within 30 days-or no further advances will be issued.

If not received by 60 days-the amount of the advance will be deducted from the Traveler’s paycheck.

*Even if the trip is cancelled-this is only way to clear the traveler's record.

Travel Expense Reimbursement Report

Local Business &Entertainment Report

Local Business & Entertainment Expense Report

Local Business & Entertainment Expense report

Expenses incurred within the metropolitan area of Philadelphia

Generally not allowed on sponsored projects

Considered Dept expenses Allowed on a sponsored

project-ONLY if specifically budgeted in proposal & award document.

This is Rare

Travel Expense Reimbursement Report

Which Form is Correct?

Non-University Check Request-must use soc sec #

Student/Faculty/Staff Travel Expense Reimbursement Form-must use Drexel ID# NOT Soc Sec #

* Only 1 form per traveler per trip

Lodging

Single room rate Mid-range pricing No spouses No child care No kennel fees No laundry services No health club No in room movies Drexel

Discounts-http://www.drexel.edu/depts/procurement/discounts/index.html#club

Meals are Reimbursed

No alcohol Traveler’s itemized bill-

with cash receipt or copy of credit card receipt.

Reasonable gratuity Not over $60 per day

total. Per diems are not

allowed.

Car Expenses-Traveler Has 2 options

You can use your own carYou can rent a car

Using your Own Automobile-facts #1

You must have $100,000/$300,000 liability coverage.

Not reimbursed for this. Any vehicle damage is not covered. Repairs are not covered. If you breakdown-resulting meals/lodging are

not covered.

Using your Own Automobile-Facts #2

You will be reimbursed at the University rate per mile. Currently this is 44.5 cents/mile.*

Tolls-if applicable Parking-if applicable No gasoline will be reimbursed-this is figured into the

per/mile rate. Normally not reimbursed for meals and lodging en

route.

*Does not include travel to Drexel-so if you start at home-subtract the mileage to Drexel you would normally have.

If you rent a car

You must qualify under Motor Vehicle Operator Policy-web site. http://www.drexel.edu/hr/policies/DU-RM2.htm

Complete the Motor Vehicle Release Form.

Submit it to Dept of Risk Management w/copy of your license at least 10 days before need for vehicle.

Rental Car Insurance

Drexel does not carry insurance for physical damage or theft of a rented vehicle.– If using a credit card in the driver’s name-this is

provided by the credit card company.– If not-this must be purchased from the rental

agency and the traveler will be reimbursed.

* If renting a car in a foreign country-purchase ALL insurance offered by the company.

Continued

Drexel does carry liability insurance. This is injury to other vehicles/people.

– This should NOT be purchased from care rental agency.– If an employee is involved in such an accident while on

University travel, a deductible will be charged to the traveler’s dept.

– This will be reimb to dept IF the University is able to recover its expenses.

– If you have an accident in a rented vehicle-report it immediately to Drexel’s Dept of Risk Management as well as the rental agency.

Car Rental Continued

Mid-sized or compact cars only. 15 passenger vans are prohibited by the

University. Reimbursement is based on the original

receipt from the rental company. To be reimbursed for gasoline not included

on the rental invoice-original gas receipt must be attached.

Prepaid Expenses

Conference Fees Airplane, Train tickets Hotel Reservations These will have been charged to Dept Purchasing

card before the trip.

* Travel being paid for by a sponsored project requires PRIOR written approval from the Office of Research Compliance & Administration. E-mail is fine.

Prior Authorization Summary

Sponsored Project Travel using Credit Card

Travel Advance >7days ahead or > $500

Foreign Travel

ORCA

Senior VP for Unit & Senior VP for Finance & Treasury.

Traveler’s Senior VP & VP for Research.

Getting your money back

The Comptroller’s Accounts Payable Dept is responsible for ensuring that all University business travel expenses are reimbursed in accordance with this Travel Policy.

AFTER approval of ORCA, IF properly documented-a check will be issued in 7-10 working days.

Attach- Receipts, Receipts,Receipts

If credit card: List as Pre-paid expense on

Travel Form. Attach copy of receipts. Originals remain with dept

for audit purposes. Attach e-mail ORCA

approval.**Airline ticket receipts-

regardless of how purchased must be attached to the Travel Report.

If you paid cash: Attach original receipts

showing proof of payment. If small in size, tape to 81/2

x 11 paper so they won’t get lost.

And More Receipts,Receipts,Receipts

Attach Conference Brochure. Agenda Meeting Summary. ALL of these help to verify the purpose of travel. Try to get individual receipts i.e. if meals are shared. Remember-EACH authorized traveler should submit his/her own Travel

Expense Reimbursement Report.

Each Traveler…..

Must submit his/her own Travel Report. If dining together-split up the receipt. Even if all expenses were paid by credit card and $0.00 is due to the

traveler, a signed Travel Expense Reimbursement Report must be sent to ORCA for approval with the attached e-mailed prior-approval from ORCA. A/P is required to do an audit on the trip.

Examples

What NOT to do if you want to be reimbursed

for travel expenses on a Sponsored Project.

What’s wrong here?

Problem

Local meal expense on Federal Project. Not allowed unless award document

specifies this category.

What’s wrong here?

Problems

Too much money per day-$100 is limit per day Needs signature of VP of unit and VP of Finance and

Treasury.

What’s wrong here?

Problems

Over 30 days since trip. Purpose is not explained. Wrong mileage rate. Gas not reimbursed-included in mileage rate. Too much money for food-$60 per day limit. Needs supervisor signature. Where are pre-paid expenses?

– Conference fee– Hotel– And these require pre-approval from ORCA

Questions?????