Subject Area: Procurement/Disbursement
Responsible Office: Comptroller's
Approval: V.P. for Administration and Chief Financial Officer
Originally Issued: August 1985
Revised: April 1998
Refer Questions To: Robert Smentek, 773-702-1948

INTRODUCTION

MOST FREQUENTLY ASKED QUESTIONS   

OFFICIAL TRAVEL POLICY

• 1.1 Miscellaneous Transportation Expenses
• 1.2 Personal Automobile
• 1.3 Reimbursement

• 2.1 Transportation
  • 2.1.1 Commercial Air Travel
  • 2.1.2 Personal Automobile
  • 2.1.3 Car Rental
  • 2.1.4 Rail
  • 2.1.5 Private and Charter Airplane
  • 2.1.6 Miscellaneous Transportation Expenses
• 2.2 Food and Lodging
  • 2.2.1 Food
  • 2.2.2 Business Meals
  • 2.2.3 Lodging
  • 2.2.4 Private Homes
• 2.3 Miscellaneous Expenses
  • 2.3.1 Reimbursable
  • 2.3.2 Non-Reimbursable
  • 2.3.3 Alcoholic Beverages
• 2.4 Receipts
• 2.5 Spouse or Other Dependent Expenses

• 3.1 Employment Interviews
• 3.2 Visiting Lecturers and Other Official Visitors
• 3.3 Relocation/Moving Expenses
• 3.4 Temporary Living Expenses
• 3.5 Extended Business Travel

• 4.1 Reimbursement for Foreign Travel

• 5.1 University Business Travel Accident Insurance
• 5.2 Loss or Damage to Personal Property
• 5.3 Loss or Damage to University Property
• 5.4 Insurance Coverage on Rented Automobiles
  • 5.4.1 Collision Damage Waiver
  • 5.4.2 Personal Accident Insurance
  • 5.4.3 Liability Insurance
  • 5.4.4 Personal Effects Insurance

• 6.1 Use of the corporate American Express Card
• 6.2 Payment of American Express Monthly Statement
• 6.3 Cash Advances for Out of Pocket Expenses

• 9.1 Travel advance
• 9.2 Non-Salary advances
• 9.3 How to Obtain a University Travel or Non-Salary Advance
• 9.4 Liability for Loss of Cash Advance

• 10.1 Travel Expense Voucher
• 10.2 University Travel or Non-Salary Advance
• 10.3 Advances Included in Employee's Income

University Travel Expense Voucher

(Comptroller Form 97)

University Travel and Non-Salary Advance Form

(Comptroller Form 95)

American Express Cash Advance Accounting Requisition

University Rental Vehicle Insurance Card

The following basic principles underlie the University of Chicago Travel Policies and Procedures:

The University will reimburse the traveler for all necessary and reasonable expenses incurred in connection with the performance of approved University business. The intent of this policy is that it be fair and equitable to both the traveler and the University.

These policies and procedures apply to all travel expenses paid by the University regardless of the source of funds. However, travel paid for by grants and contracts may be subject to more restrictive travel regulations. Refer to individual grant and contract agreements for applicable policies. Additional information can be obtained from the Restricted Funds Section of the Comptroller's Office.

Departments are responsible for ensuring that travel expenses do not exceed budgetary limitations.

Schools, Departments, Institutes or Divisions may establish more restrictive travel policies and procedures. Individuals should be aware of specific requirements of their School, Department, Institute or Division.

These are some of the most frequently asked questions pertaining to the University of Chicago Travel Policy and Procedures. Travel Policy reference numbers have been indicated.

1. Will I be reimbursed for First Class or Business Class air travel?

See section 2.1.1 Commercial Air Travel

First class and Business class travel will only be allowed under some circumstances and will not be reimbursed without written approval from the traveler's director, dean, or vice president.

2. Do I need to purchase insurance when I rent a car?

See section 2.1.3 Car Rental

No, the University carries coverage for the cost of repairs to rental cars. Travelers will not be reimbursed for purchasing collision damage waiver (CDW) on rental cars.

3. What do I do if I have an accident with a rental car?

See section 2.1.3 Car Rental

If an accident occurs, the traveler must notify the Risk Management Department as soon as possible with detailed information concerning the accident that includes: the rental agreement, the rental company invoice and the police report. If necessary, have the rental car company contact the Risk Management Department directly at:

The University of Chicago
Risk Management Room 219
1225 E. 60th St.
Chicago, IL 60637
(773) 702-3693

4. Can I fly my own airplane or charter an airplane for University business?

See section 2.1.5 Private Airplane.

The use of aircraft owned or rented and operated by the traveler on University business is discouraged.

The traveler must contact the Risk Management Department at (773) 702-3693 to ascertain liability coverage before traveling.

Reimbursement cannot exceed the prevailing regular coach air fare between the departure and destination points.

5. Will I be reimbursed for personal entertainment expenses?

See section 2.3.2 Non-Reimbursable Miscellaneous Expense.

Personal entertainment expenses (movies, pay TV in hotels, ball games, golf fees, etc.) will not be reimbursed.

6. Do I need receipts?

See section 2.4 Receipts

Original receipts must be submitted for all major travel expenses including:

Airline ticket stubs
Hotel bills
Car rental bills

Credit card receipts and/or travel agency invoices and statements alone are not adequate documentation for airline, hotel and car rental expenses.

Any one meal charge that exceeds $25 must be accompanied by an original or credit card receipt. Original or credit card receipts must be submitted for all other individual travel related expenses of $25 or more.

7. What happens if I do not account for my University of Chicago Travel Advance in a timely manner?

See section 10.3 Advances Included in Employees' Income.

Failure on the part of the traveler to account for a University travel advance could result in taxable income to the traveler.

Definition: Travel within a 50 mile radius of the University of Chicago completed in one day or less.

Individuals will be reimbursed for the actual cost of local travel by bus, taxi, or train.

Travel by personal automobile will be reimbursed in accordance with section 2.1.2.

Reimbursements greater than $50 should be requested on a Travel Expense Voucher. Reimbursements for $50 or less can be requested from the department's petty cash fund.

Definition: Travel within the United States, its possessions and territories, and Canada. Note: Many grants and contracts employ different definitions for domestic travel. Please refer to specific agency guidelines and agreements.

The University will reimburse the cost of regular coach fare. The traveler should try to take advantage of the most economical fare available. Original ticket-stubs must be submitted with the Travel Expense Voucher.

First class or Business class travel will be reimbursed only when necessary because of lack of available space, time schedules, routing, cancellation of service or physical disability.

When first-class or business class transportation is used for any reason, it must be justified with a statement on the travel expense report and approved in writing as an exception by the traveler's administrative dean, vice president or director. When no justification is given for the use of first-class or business class transportation, reimbursement will be reduced to coach fare.

Travel by personal automobile will be reimbursed at the mileage rate published periodically by the Comptroller's Office. The mileage allowance is considered sufficient to cover all operating costs of the personal automobile including insurance.

No reimbursement is allowed for the cost of repairs for mechanical breakdown, collision or other physical damage regardless of whether the damage resulted from the traveler's acts or the actions of others.

Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance.

Parking tickets and traffic fines will not be reimbursed.

The State of Illinois requires automobile insurance. The University strongly recommends that you maintain automobile liability and physical damage insurance with the following minimum limits:

Automobile Liability $100,000 per person per accident

Bodily Injury $300,000 aggregate per accident

Property Damage $ 50,000 per accident

Automobile Medical Payments $ 1,000 per person

Automobile Physical Damage Optional

If you are involved in an automobile accident while driving on University business, you should report the accident to the Risk Management Department as soon as possible at (773) 702-3693.

Travelers who choose to use their own automobiles on a trip where air travel is more appropriate will be reimbursed for the actual miles driven. The total reimbursable amount cannot exceed the coach air fare to the destination plus airport transportation costs.

Travelers may rent compact or mid-size automobiles when other means of transportation are not available or when rental will result in the saving of costs or time. The original receipt must be submitted with the Travel Expense Voucher.

Travelers will not be reimbursed for purchasing collision damage waiver (CDW) on rental cars. The University's insurance program covers the cost of repairs to rental cars. Some foreign countries may have mandatory CDW laws. In these cases, CDW fees are reimbursable.

A car rental insurance card explaining the University Policy on CDW is available from the Risk Management Department. Rental car companies will generally accept this card in lieu of requiring CDW purchase.

If an accident occurs, the traveler must notify the Risk Management Department as soon as possible. The traveler must provide the Risk Management Department detailed information concerning the accident that includes: the rental agreement, the rental company invoice, and the police report. If necessary, have the rental car company contact the Risk Management Department directly at:

The University of Chicago
Risk Management Department
1225 East 60th St.
Chicago, Illinois 60637
(773) 702-3693

The University will reimburse the cost of railroad fare plus the lowest-priced available private Pullman facilities not to exceed the cost of regular coach air fare. Original receipts or ticket stubs must be submitted with the Travel Expense Voucher.

Air travel by other than regularly scheduled airlines is discouraged. Employees may hire a commercial charter service if they must fly to a remote location not serviced by a commercial airline or to conduct research. The charter service must provide a professional pilot and have adequate insurance. Only the service's pilot may fly the plane. Employees are not allowed to pilot an aircraft while on University business. Approval from Risk Management's is required, prior to chartering an aircraft.

Reimbursement includes all costs and fees associated with the aircraft, not to exceed the cost of regular coach air fare between the departure and destination points. The cost of the regular coach air fare must be documented in writing from a travel agency and submitted along with the Travel Expense Voucher.

No traveler may purport to be an agent of the University in entering into agreements with airports or other authorities without prior approval of the Risk Management Department.

Limousine service to and from airports and railroad stations, plus reasonable tips are reimbursable.

Taxi fares, including tips, are reimbursable.

Travelers should use standard accommodations in reasonably priced first-class (AAA) hotels and motels and eat in restaurants of equivalent quality.

Reimbursement for meals will be on a basis of actual and reasonable costs. Meal claims exceeding $30 per day must be itemized (breakfast, lunch, dinner) on the back of the Travel Expense Voucher (See page 20).

Any one meal costing $25 or more must be supported by an original or credit card receipt.

Persons traveling on University business who hold a business meeting during a meal should classify the expenditure as a business meal and should charge this expense to subaccount 3000 (Business Meals) rather than to the travel subaccount.

The traveler is reimbursed for the actual reasonable expense for lodging. The original statement from the hotel or motel must accompany the reimbursement request. A charge card receipt is not adequate documentation for reimbursement.

Educational discounts may be available to University faculty and staff members. Contact the Purchasing Department at (773) 702-3320 for further information.

When a University traveler is a guest in a private home, a gift, meal, or other appropriate token of appreciation not to exceed $50 may be purchased. Original or credit card receipts must be submitted for any token of appreciation costing $25 or more.

Other reimbursable expenses include: tips for service, local transportation, business telephone calls, one call home per day, luggage storage and valet, and laundry charges if the duration of the trip exceeds one week. All such expenses must be itemized and original or credit card receipts must be submitted for any individual item costing $25 or more.

Expenditures not normally reimbursable include: personal entertainment expenses (movies, pay TV, ball games, golf fees, etc.), baby sitter fees, kennel fees, cost incurred by unreasonable failure to cancel hotel or transportation reservations, fines or delinquency assessments, lost or stolen property or tickets, and insurance premiums. In addition, other expenses not directly related to the performance of the travel assignment are not reimbursable.

Travel expenses for spouse or other dependents will not be reimbursed except under special circumstances. (See section 2.5 Spouse or Other Dependent Expense.)

The cost of all alcoholic beverages, whether incurred in-town or out-of-town, must be charged to subaccount 3000. Government regulations prohibit the University from reimbursing any expenditures for alcoholic beverages with federal funds under any circumstances, therefore, expenditures for alcoholic beverages cannot be charged to a federal Ledger 5 account or a state Ledger 6 account.

Original receipts must be submitted for all major travel expenses including:

Airline and rail tickets
Hotel bills
Car rental bills

Credit card receipts and/or travel agency invoices and statements alone are not adequate documentation of these expenses.

Reimbursement for any one meal costing $25 or more must be accompanied by original or credit card receipts.

Original or credit card receipts must be submitted for all other individual travel related expenses of $25 or more.

An employee incurring travel expenses who loses a required receipt should seek a duplicate. When an acceptable duplicate can not be obtained, the employee must submit a signed statement that the expenses were incurred in connection with University business and are accurately stated on the Travel Expense Voucher, and that reimbursement of the expenses has not been or will not be paid from any other source. Absent this statement, the expense will not be reimbursed.

No travel, lodging or meal expenses for spouses or other dependents will be reimbursed unless such travel directly benefits the University. Specific approval in writing by the traveler's appropriate Dean, Vice-President, or Director must accompany the Travel Expense Voucher.

Definition: Special travel includes non-employee travel for the purpose of employment interviews at the University of Chicago, lectures, and other official business conducted by non-University of Chicago personnel. Special travel also includes travel by employees who have special needs such as archaeological expeditions, field site assignments, etc.

No commitment for reimbursing such expenses should be made without first consulting the appropriate department head or administrative officer to ascertain that the reimbursement is authorized.

Prospective employees will be reimbursed in accordance with the University of Chicago Travel Policy. Reimbursement must be requested on a Travel Expense Voucher.

Reimbursement will be made to visiting lecturers or other official visitors in accordance with the University of Chicago Travel Policy and not that of the visitor's home institution. (See also section 9.1 for Travel Advances for visiting faculty or other official visitors.)

Refer to the "moving expense category" on the Reimbursement to Individuals web page.

Refer to the "temporary living expenses category" on the Reimbursement to Individuals web page.

Extended operating advances may be required by those employees who have special travel needs such as archaeological expeditions, field site assignments, etc. The initial travel advance should not exceed round trip travel to/from the site and the cost of up to three months of operations while on the site.

All extended operating advances must be signed by the travelers appropriate Dean, Vice-President, or Director and include an outline of how the funds are to be spent.

If operations will continue for more than three months, a project checking account at the location may be opened with the approval of the Board of Trustees and the Comptroller's Office. Additional advances can be wired to the account in monthly intervals.

Travel expense voucher reports must be submitted monthly for all extended operating advances. If no report is made for three months, further advances will not be processed.

Definition: Travel outside the United States, its possessions and territories and Canada. Note: Many grants and contracts employ different definitions for foreign travel. Please refer to specific agency guidelines and agreements.

The policies and procedures relating to domestic travel will apply to foreign travel. Actual costs will be reimbursed to the extent they are reasonable and necessary.

Federal regulations require that individuals whose travel is supported by federal funds use American flag carrier airlines. Certain exceptions do apply when the use of an American flag carrier airline creates travel inconveniences.

All questions relating to foreign travel supported by grants and contracts should be directed to the Restricted Funds Section of the Comptroller's Office.

The University of Chicago Travel Accident Insurance Program is designed to provide special insurance to University faculty and staff members while traveling on University business.

This insurance is provided free of charge to employees in recognition of the hazards involved in the normal course of travel for the University and is in addition to other staff benefits.

Amounts spent by faculty and staff members to purchase individual travel accident insurance policies are not recognized by the University as an item of reimbursable expense on travel vouchers.

For further information refer to The Staff Benefits Summary Plan Descriptions provided to all employees by the Office of Staff Benefits or call them at (773) 702-1955.

Questions regarding insurance coverage for non-employees undertaking business travel and students traveling on University business should be directed to the Risk Management Department prior to the trip.

The University is not responsible for loss of or damage to luggage or other personal effects during travel. If such damage or loss occurs, travelers should seek reimbursement through their own insurance or attempt to recover directly from the party responsible, such as an airline.

Individuals who will be traveling with University property should contact the Risk Management Department to discuss insurance requirements.

The University will not reimburse for the extra cost of coverage for collision damage waiver (CDW). (See section 2.1.3 Car Rental for further information.)

Travelers will not be reimbursed for personal accident insurance since it is a duplication of the University's Business Travel Accident Insurance.

Liability insurance is normally provided as a part of the rental agreement at no additional cost. The University also maintains insurance to supplement that provided by the rental car company. Accordingly, travelers must report all accidents as soon as possible to the Risk Management Department (773) 702-3693.

Travelers will not be reimbursed for personal effects insurance as loss or damage to traveler's property is the traveler's responsibility.

A free American Express Corporate Credit Card is available for qualified applicants who are regular employees of the University of Chicago. Application forms are available from the Travel Desk at the Comptroller's Office.

The American Express Corporate Card replaces the need for most University travel advances. (See section 9.0) Therefore, the card should be used whenever possible to pay for:

• Airline and rail tickets
• Lodging
• Meals
• Rental cars
• Hotel
• Cash advances for Out-of-Pocket Expenses

(See section 6.3)

Each cardholder is responsible for paying American Express directly for the charges to their card.

Cash advances for Out of Pocket expenses may be obtained by using the American Express "Cash Advance Accounting Requisition Information" form. The form is available at the Bursar's Office or from the Travel Desk at the Comptroller's Office. The departmental office may also have a supply of forms.

This advance is available at the Bursar's Office from 9 am to 1 pm Monday through Friday.

Advances are limited to $50 per day of travel for trips that are less than three weeks.

The American Express cash advance will be charged to the traveler's American Express Corporate Card.

Requests for payment of registration fees in advance of the conference should be submitted on a Direct Payment Voucher (Comptroller Form 88R) with a copy of the registration form attached. A minimum of 7 working days should be allowed for the processing of the Direct Payment Voucher.

If a faculty member or administrative officer is traveling at the expense of another institution, any advance required to make the trip should be received from that institution. The University of Chicago will not give advances for travel which will not be reimbursable from University funds.

The American Express Corporate Card replaces the need for most University travel advances, however, travel advances will be granted for the following reasons:

• for students and post-doctoral fellows traveling on official University business
• for trips of more than three weeks
• for foreign travel
• for visiting faculty or other official visitors of the University
• for airline tickets purchased in advance by cash or credit card. The request for an advance must be accompanied by a copy of the individual's monthly American Express or other credit card statement showing the charge for the tickets purchased in advance.

If it appears that a delinquency assessment or interest charge may be levied before the traveler will have completed the trip, filed an expense voucher and received a travel reimbursement check from the University, a University travel advance will be issued.

A non-salary advance is a means of providing funds for a University sponsored event prior to the event taking place. Requests for non-salary advances should normally be made on Comptroller Form No. 95 - "Request for Travel or Non-Salary Advance".

Requests for the payment of registration fees in advance of a conference and requests for non-refundable deposits (hotels, banquets, etc.) should be made on a "Direct Payment Voucher: (Comptroller Form No. 88R).

Submit the original and copy of a "Request for Travel or Non-Salary Advance" (Comptroller Form No. 95) to the Travel Desk in the Comptroller's Office. A minimum of 5 working days in advance of the trip should be allowed for the traveler to obtain the advance check.

The copy will be returned to the departmental administrator with the Travel Encumbrance Number completed. Please use this encumbrance number when accounting for the advance.

The employee is personally liable for any loss of a cash advance.

Submit the original Travel Expense Voucher (Comptroller Form 97) with the proper documentation attached to the Travel Desk in the Comptroller's Office.

Those traveling for prolonged periods should submit Travel Expense Vouchers monthly.

If no University advance was received, or if the allowable expenses exceed the University advance, a check will be issued for the amount due the traveler.

If total expenditures are less than the amount of the Travel Advance, the traveler is to deposit the balance of funds with the Bursar to account 0-17817-1620 using Form 133. A copy of the Form 133 must be included with the Travel Expense Voucher.

Reimbursement checks for employees will be mailed to the employee's home address as listed on the current payroll records unless "Pick Up at Bursar" and a phone number are indicated on the form.

Reimbursement checks for non-employees will be mailed to the address on the Travel Expense Voucher unless "Pick Up at Bursar" and a phone number are indicated on the form.

University of Chicago Travel or Non-Salary Advances must be accounted for using a Travel Expense Voucher.

The University will not issue an additional advance to anyone with an overdue Travel Expense Voucher.

Under Internal Revenue Service (IRS) regulations, failure on the part of the traveler to account for a travel advance within one hundred twenty (120) days after the expenses have been incurred will result in taxable income to the traveler.

It will be the traveler's responsibility to provide the necessary documentation to the IRS once this advance has been reported as taxable income to the Internal Revenue Service.

All charges, cancellations, and refunds associated with University travel are the responsibility of the traveler.