Policy and Procedures

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Utah Valley University

Policies and Procedures

I. Policy

It is the policy of the institution that all reasonable expenses for official travel will be reimbursed in accordance with the guidelines set forth below. It is recognized that exceptions are necessary from time to time and these should be cleared, in advance if possible, with the appropriate Vice President or his/her authorized representative.

II. Procedures

Reimbursement - Forms of Travel
1. Airplane- Air coach (or other intermediate class) should be used in the interest of economy. Ticket stubs must be attached to the request for reimbursement when airline tickets are not prepaid.
2. Motor Pool- All inpiduals using UVU Motor Pool vehicles are required to use the available credit cards provided by the college when purchasing fuels, oil, and minor repairs. In areas where the available credit cards are not accepted, personal funds may be used. Authorization and reimbursement of personal funds are limited to the following uses:
  1. To purchase vehicle fuels and oil products necessary to maintain manufacturers recommended fluid levels.
  2. Minor repairs limited to the replacement of fuses, burned-out lamps, lenses, flat tires, or other minor expenses that do not exceed $50.
  3. Emergencies that exceed $50 when authorization is unavailable because of late hours, weekends, or unavailable phone service. Good judgment must be exercised as to the emergency status and cost. Poor judgment with unnecessary high cost may not be reimbursed if other means could have been used.
    In all reimbursements, the inpidual must have exhausted all the available UVU credit cards. If personal funds are used, good judgment must be exercised for minimal cost. Call UVU Motor Pool for authorization when applicable. A receipt for all charges is necessary before a reimbursement is approved.
3. Automobile- Travel by private auto is reimbursable at the current rate per mile provided such total reimbursement does not exceed equivalent air coach fare or other reasonable available transportation. Necessary extra costs for food and lodging while in route are not reimbursable if the traveler is reimbursed on a mileage basis in preference to air travel or other public transportation. Contact the Business Office for current mileage rate.
4. Rental Automobiles- Rental autos may be used when such travel is more advantageous to the institution than the use of taxis or other means of transportation. Advance reservations for compact automobiles should be requested. Receipts must be attached to request for reimbursement.
5. Taxi and Limousine Service- Fares including reasonable tips are allowable if no other reasonable public transportation is available. Receipts must be attached to request for reimbursement.
Reimbursement - Lodging and Meals
1. Meals- A full day's per diem for meals and tips is reimbursable if traveler leaves before 7 a.m. and returns after 7 p.m.; otherwise, traveler is reimbursed a separate amount for breakfast, lunch, and dinner.
  When there is no overnight stay, meals may be reimbursed only if they are with non-employees and are for a business purpose; the traveler must provide the names of the non-employees and explain the purpose on an attachment to the travel reimbursement form.
2. Hotel- Actual reasonable hotel expenses are reimbursable when supported by vouchers and when staying at conference hotel; or if conference hotel is filled, one that is recommended by the conference. (No maximum is established since it is recognized that reasonable expenses differ according to size of the town and the area of the country.)
3. Advances- If estimated travel expenses are to exceed $200 and have administrative approval, an employee may be given an advance allowance of up to 75% of the estimated out-of-pocket expenses.
In-State Overnight Travel
1. Employee Liability- All employees are responsible to the institution to account for all expenses encountered which are to be paid by the institution, with receipts where appropriate. Any money advanced to employees is advanced as a personal loan, which within 10 days after returning from the trip, must be accounted for on a travel reimbursement voucher or returned to the institution cashier, returning cash receipt copy with other receipts to the business office. Any advances not so accounted for may be deducted from the employee's payroll check. All travel advances that have not been cleared within 30 days will be deducted from the employee's payroll check.
2. Request for In-State-Overnight Travel Authorization- Must be approved by the next level of supervision in advance of date of trip.
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3. Travel Reimbursement Vouchers- Should be submitted within 10 days after completion of travel and must be submitted within 30 days after completion of travel for a reimbursement. Any travel reimbursements not submitted within 30 days after returning may not be honored by the institution.
4. Travel for Outside Agencies- The institution will not handle any travel requests or reimbursements for travel that is to be paid by any outside agency.
5. Mileage- Will be computed from the latest official state road map or chart or odometer reading. Traveler must specify destination and any other stops made for mileage credit; otherwise only the destination and return mileage will be honored. Please contact the Business Office for the current mileage rate. This mileage rate is all inclusive and additional expenses such as short-term parking, storage, traffic violations, etc., will not be allowed.
6. Taxi and Limousine Service- Fares including reasonable tips are allowable if no other reasonable public transportation is available. Please include receipt or ticket.
7. Rental Automobiles- Rental autos may be used when such travel is more advantageous to the institution than the use of taxis or other means of transportation. Advance reservations for compact automobiles should be requested. Receipts must be attached to request for reimbursement.
8. Registration Fees- may be reimbursed only with prior approval by the next level of supervision. If a registration fee is to be prepaid by the institution, it should be so indicated on the request for travel authorization and a requisition must be submitted to the Business Office with price verification (copy of brochure, etc.) attached.
9. Expenses Not Reimbursable- Expenses not pertinent to a conference, convention, or seminar will be considered personal expenses not reimbursable by the institution, i.e., sight-seeing tours, shows, hospitality events, etc.
10. Travel Advances- If estimated travel expenses are to exceed $200 and have administrative approval, an employee may be given an advance allowance of up to 75% of the estimated out-of-pocket expenses.
11. School Credit Cards- are available to employees without an annual fee. Employees are responsible for paying the charges and submitting proper documentation to be reimbursed.
12. In-State Meals- Please contact the Business Office for per diem amount of meals in-state.
  1. The allowance is all inclusive. Additional expenses such as sales tax, tips, etc. are considered to be part of the allowance as shown. To qualify for a full day meal allowance the traveler must depart before 7:00 a.m. and arrive home after 7:00 p.m.
  2. When there is no overnight stay, meals may be reimbursed only if they are with non-employees and are for a business purpose; the traveler must provide the names of the non-employees and explain the purpose on an attachment to the travel reimbursement form.
13. In-State Lodging- Lodging costs in the state of Utah shall be reimbursed to actual cost of the room. Specify single rate if a non-employee accompanies traveler. Only single rate is reimbursable. The allowance is all inclusive.
  1. A proper receipt for lodging accommodations must accompany each request for reimbursement. A "proper" receipt is a copy of the check-out bill, generally used by motels and hotels. Credit card receipts and registration cards are not acceptable. Please indicate business phone calls separately from hotel costs.
  2. When an inpidual stays with friends or relatives, an allowance of $10.00 per night shall be granted, provided the travel reimbursement form is accompanied by a statement from the traveler indicating the name of the person with whom the traveler stayed, the night or nights stayed, and the address and telephone number of the person.
14. Receipts- Receipts are required for lodging, air fare, registration fees, limousine, taxi, telephone calls, and other expenses, and must accompany travel reimbursement vouchers. To be considered a valid receipt, it must include the date, name of business, and have the amount clearly identified. Adding machine tapes are not acceptable. Lodging receipts should show single rates for single accommodations. If a taxi receipt is not easily obtained please have driver sign his or her name on traveler's business card, including badge or car number. Also include purpose and destination of ride.
Out-of-State Travel
Utah Valley University employees contemplating out-of-state travel for themselves, their staff, or students must advise their appropriate administrator in writing of the nature of the travel and are authorized to proceed with the travel only after the administrator has satisfied himself or herself that:
1. The travel is within the bounds of the business of the institution or is required for a credit course; or
2. The travel does not fall within paragraph D.1, and approved assumption of risk and waiver forms have been signed and filed with the person responsible for risk management, and the President has approved the travel either:
  1. Subject to obtaining additional liability insurance coverage; or
  2. Without additional insurance coverage.
3. If an administrator determines, after review of a staff member's written request for out-of-state travel, that the travel is not within paragraph D.1, the administrator will:
  1. Submit the request to the President, together with a suggested amount of additional coverage above the $250,000 (per personal injury) $500,000 (per occurrence personal injury) $100,000 (per occurrence property damage) coverage now provided by the State Office of Risk Management and a note of the cost for that additional coverage; and
  2. Authorize the out-of-state travel only upon approval by the President.

Nancy Bartlett, Policy Facilitator : mailto:Nancy.Bartlett@uvu.edu | 801.863.8156

Last Updated 8/5/08


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