For more information, contact your local Travel Auditor or the Travel Desk in the Comptroller’s Office.
Background
The University’s travel policy (Financial Policy No. 1202) states in Section III.1 that:
This University policy applies to all Travelers (faculty, staff, students, and guests) regardless of the source of funds. If travel expenses are charged to a sponsored program (e.g., grants or contracts), the terms of the grant or contract will take precedence if they are more restrictive than the University policy.
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.
When individuals inquire about the allowable exceptions for using foreign flag carriers, they should be given the guidelines that appear below. When submitting a travel reimbursement request that contains foreign flag carrier expense, they must certify to the exception under which the expense would be allowable.
Guidelines for Using Foreign Flag Air Carriers
Any air transportation to, from, between, or within a country other than the U.S., of persons or property, the expense of which will be assisted by a federal sponsored agreement, must be performed on a U.S.-flag air carrier if service provided by such carrier is "available." (Citation/Regulation1)
The following rules apply:
Exceptions: In the following situations, use of a foreign carrier is permissible:
(a) The airport abroad is the origin or destination airport, and use of a U.S. carrier would extend the total travel time 24 hours or more than would travel by foreign carrier; or
(b) The airport abroad is an interchange point, and use of a U.S. carrier would require the traveler to wait 6 hours or more to make connection or would extend the total travel time 6 hours or more than would travel by foreign carrier.
(a) Travel by foreign carrier would eliminate 2 or more aircraft changes en route; or
(b) Travel by U.S. carrier would extend the total travel time 6 hours or more than would travel by foreign carrier.
The University maintains a travel assistance program called "Worldwide Assist." It provides referral services to medical and legal service providers. It will also provide medical evacuation service if no suitable medical services are available locally (e.g., Luxor, Egypt). Staff Benefits, UHRM administers this program. Contact them for more information.
There are several ways that the Traveler can receive cash advances. One of three methods may be used:
Preferred method: Submit a Direct Payment Voucher with a copy of the registration form. Allow seven working days for processing. The University will pay the registration directly.
If paid by the traveler: Obtain a receipt (or make a copy of the registration form and your check or credit card information) and submit it for reimbursement. These fees are claimed under sub account 3900 if submitted on a Travel Expense Voucher.
When travelers are gone for an extended period for fieldwork, many of their expenses may not be "travel" related -- they are supplies, equipment, and such. These should be reported under a non-travel sub account.
When it is not possible to get receipts for these expenses (e.g., portage in remote locations), submit an itemized list indicating what the expenses were. Be certain to sign the certification statement on the back of the Travel Expense Envelope. If you do not have access to an envelope, write this statement on the document and sign it: "This expense was incurred in connection with University business. I have not been and will not be reimbursed from any other source."
The easiest way to get foreign currency is to use an ATM card in the foreign country. Locations of ATM machines throughout the world are listed on the TravelNET web site.
Your expense reimbursement request must be in U.S. dollars. You can either convert each item into dollars or add the total in foreign currency and then convert it to dollars. List the exchange rate you used for the conversion on the back of the Travel Expense Envelope or the TEV. Preferably, a copy of the currency conversion exchange rates obtained from OandA Corporation should be attached to the TEV or Travel Expense Envelope. (Note, a link to this site is also available on the TravelNET web site.
To simplify your record keeping, use a separate envelope for each country you visit on the trip.
The University's designated travel agency can provide information and reservations for group rates on lodging in the Chicago area or elsewhere.
There are limited exceptions to the "local travel" IRS regulation. For instance, if you are organizing a conference, and you stay with the group at a downtown hotel. You may be reimbursed for the hotel expenses although you are less than fifty miles from campus if there is a reasonable business case for you to remain at the hotel.
You should check with the Comptroller’s Office, Travel Desk whenever your local travel is likely to require an overnight stay or meals to determine if your expenses qualify for reimbursement.
Immediately report lost or stolen tickets to the agency or airline that issued them for instructions. If you pay a service fee to replace the ticket, you will be reimbursed.
If you need to cancel a ticket, contact the agency that issued it for instructions.
If you lose a receipt, contact the provider of the services. Most hotels, airlines, and car rental agencies will be happy to provide you with a copy of your receipt. If a receipt or duplicate cannot be obtained, submit an itemized list indicating what the expenses were. When submitting a duplicate copy of a receipt or alternate documentation (as with all expenses), be certain to sign the certification statement on the back of the Travel Expense Envelope. If you do not have access to an Envelope, write this statement on the receipt and sign it: "This expense was incurred in connection with University business. I have not and will not be reimbursed from any other source."
For each trip, employees may elect to get reimbursed using either the per diem or actual expense method but are subject to the restrictions of their local unit.
If you claim a per diem, you will be reimbursed up to the established federal "maximum per diem rate" for the locality. This is expected to cover all costs for lodging and/or meals and incidental expenses (M&IE). These federal per diem rates are all listed on the US General Service Administration web site. (Note: A link to this site is also found on the University's TravelNET web page.) Click here for Domestic and International per diem rates.
Meal (M&IE) Per diem
- The daily per diem amount for the first and last days of travel must be prorated. Refer to the Rules on Prorating Per Diems.
- The daily per diem amount must be reduced if some of the meals were provided in the cost of a conference or meeting or included in the hotel room rate. Refer to the Rules on Prorating Per Diems.
Lodging Per Diem
- Lodging per diem may be claimed for each day you are away from home on university business. Except you are not entitled to be reimbursed for:
The University's designated travel agency can help you with group rates and meeting room reservations in the Chicago area or elsewhere.
Student Travelers are bound by this policy. Although per diems are only available for University employees, students will not need receipts for their meal reimbursements as long as their claimed expenses do not exceed $75 for any given meal.
Travel Expense Envelope and Traveler Expense Short Form
It is recommended that all travelers, including visitors take the Travel Expense Envelope (Form PF3.381.31-1198) and Traveler Expense Short Form (Form PF3.381.3-1198) with them to gather receipts and record daily expenses. The envelope lists the University's travel reimbursement receipt requirements. Individual units of The University may establish procedures that reduce allowable expenses to a level below that stated in University policy. In addition, a unit may also require a greater degree of documentation of expenses than stated in the policy. Prior to taking a trip, travelers should consult the unit that is providing funding to see if the unit has requirements that are more restrictive than University policy.
After completing a trip, the traveler should fill in the "List total reimbursement amount here:" section and sign the envelope. The traveler’s signature is not required on a Travel Expense Voucher (TEV), as long as both the total reimbursement dollar amount and signature are present and the envelope is submitted with the TEV form.
The travel expense envelope does not replace either Financial Policy 1202 on Travel or the requirement to fill out a Travel Expense Voucher.
University Corporate Travel Card
Up-to-date information regarding the University Corporate Travel Card has been posted on AdmiNET. You can go directly to this announcement with the below URL: http://adminet.uchicago.edu/adminann/amex_042804.shtml
The University's designated travel agency can help you with hotel reservations.
Use the Request for Travel or Non-Salary Advance form if your visitor will need cash upon arrival.
PER IRS REGULATIONS, VISITORS CANNOT BE REIMBURSED ON A PER DIEM BASIS. THEREFORE, VISITORS CAN ONLY BE REIMBURSED ON THE BASIS OF THE ACTUAL DOCUMENTED COSTS. For easiest reimbursement: Prepare a Travel Expense Envelope or Travel Expense Voucher so that the visitor can sign it while on campus:
