Travel, Entertainment and Business Expenses Policy and Procedure (Effective 01/01/2025)

To eliminate redundancy and improve readability, the former Travel Procedure, and the Meals and Entertainment Procedure, have been combined with the Business Expense Policy.

To reduce the documentation required for small expenses, the no-receipt required threshold for certain business-related travel expenses will increase from $50 to $75.

To allow flexibility for travelers, a per diem method for meals and incidentals will be used for expenses while traveling domestically. Workday will be set up with domestic per diem functionality and a new expense item named Meals-Domestic Travel (Per Diem). The University will only pay domestic per diems based on the GSA Standard Rate (currently $68 per day).

To simplify mileage reimbursements, new Workday functionality using Google Maps for business mileage calculations will be introduced.

Calculating personal versus business travel on international trips will no longer be required.

A new spend category and expense item related to service provider travel will be introduced for easier transactional and 1099 processing named Travel Expenses for Service Providers.

To ensure we meet dispute resolution timelines with banking partners and IRS documentation submission guidelines, the number of days to submit expense documentation will be reduced from 60 days to 30 days or 14 days from the return of the trip, whichever is later. Transactions submitted outside the 30/14 day period may have tax implications for the Cardholder.

In order to ensure appropriate support processes are in place for international travelers through the Center for Global Programs and Studies, it will be required that international airfare is purchased using the University PCard. Individuals who have not been issued a PCard should request assistance from other departmental personnel with a PCard. As a reminder, Cardholders cannot give their card information to another employee or student for use. 

To comply with IRS guidelines for business expense documentation, conference agendas will be required to support conference registration expenses.