Guide to the Consortium Research Fellows Program

APPENDIX 3:

Travel Authorization and Reimbursement Policies

1.	SCOPE
	The policies provided herein apply to all employees of and consultants to the Consortium Research Fellows Program who intend to travel at Consortium expense.
2.	POLICY STATEMENT
	Travel by employees of and consultants to the Consortium Research Fellows Program is supported by contracts with the Federal government. This administrative policy implements principles applicable to travel costs in OMB Circular A-122. To be reimbursable, the Consortium requires that the travel be performed in the most economical manner consistent with mission requirements; that all expenses be incurred while in a travel status; that the expenses be reasonable, necessary and (except for meal and incidental expense per diem) actual; and that they not exceed the limitations imposed by the government or the Consortium. Individuals are expected to exercise prudent judgment in performing travel. Travelers are required to present receipts for all expenses in excess of $25, except for meals and incidental expenses reimbursed on a per diem basis.
3.	RESPONSIBILITIES
	Travelers have the responsibility to perform their travel duties in conformity with the provisions of this policy, and to present vouchers that are legitimate and complete to support their travel reimbursement claims. The Director and Deputy Director of the Consortium Research Fellows Program are responsible for approving travel in advance and for reviewing and monitoring all travel expenses. Such approval will certify that the travel was necessary and the expenses were incurred while on official business of the Consortium. The Director of Finance of the Consortium of Universities is responsible for administering and overseeing the provisions of this policy.
4.	PRE-TRIP PLANNING
	4.1	Cost Estimating and Approval
		All travel costs must be estimated before the proposed trip is made. All travel must be approved in advance. The form and level of approval required depend on the nature and estimated cost of the trip, as described in this section of the policy.
	4.2	Travel Requiring Written Approval
		All travel in excess of $50 or involving commercial air or rail transportation must be approved in writing in advance by the Director or the Deputy Director of the Consortium Research Fellows Program. They will approve travel only upon receipt of a completed Travel Authorization form.
	4.3	Travel Requiring Oral Approval
		Travel costing less than $50 and which does not involve commercial air or rail transportation may be authorized orally by the Director or Deputy Director of the Consortium Research Fellows Program.
	4.4	Travel Advances
		The Consortium makes travel advances to Consortium employees but does not make travel advances to consultants. Advances must be requested at least 14 days prior to departure date and are approved by the Director or Deputy Director of the Consortium Research Fellows Program. Advances will be for no more than 75% of estimated costs of carrier fare, lodging, and per diem.
5.	LODGING
	5.1	Basic Rates
		The Consortium will reimburse travelers for no more than the government-published maximum reimbursable lodging rates for specific cities or for the basic rate when a particular city is not listed. The rates are updated periodically. Current rates for travel are on the Internet at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. The rates listed are single room rates excluding applicable taxes. Lodging taxes are fully reimbursable as miscellaneous expenses. Receipts for lodging expenses must be provided by the traveler, who will be reimbursed for the maximum daily rate or the actual rate, whichever is smaller.
	5.2	Approval for lodging above basic rates
		When circumstances warrant, the Director or Deputy Director of the Consortium Research Fellows Program may approve reimbursement for lodging up to 150% of the established basic rates. Written justification for the excess lodging expense must be provided and approved in advance. Reimbursement for lodging in these cases will be based upon actual expenses, not upon per diem rates.
	5.3	More than one person in a room
		Vouchers must be annotated to explain more than one person in a room. If the additional traveler is not a business traveler, only the single room rate may be claimed. If the additional traveler is traveling on Consortium business, each traveler may claim one-half the double occupancy rate.
6.	MEALS & INCIDENTAL EXPENSES IN CONJUNCTION WITH AN OVERNIGHT TRIP
	6.1	Per Diem Rates
		The Consortium will reimburse travelers for the government-published maximum reimbursable per diem for specific cities or for the basic rate when a particular city is not listed. The rates are updated periodically. Current rates are available on the Internet at http://www.defensetravel.dod.mil/site/perdiemCalc.cfm. Per diem rates include tips and taxes on meals, transportation to where meals are taken, and selected incidental expenses such as personal telephone calls, laundry, and tips to baggage handlers and taxi drivers. No per diem is authorized for travel lasting less than 12 hours.
		6.1.1	Travel departure and return days
			On travel departure and return days for trips of longer than 24 hours, travelers automatically receive 75% of the per diem allowance, regardless of the time of departure or return. The departure day allowance is based on the rate at the location where the traveler spent the first night of travel. The return day allowance is based on the rate at the location where the traveler spent the night prior to returning to the home base.
		6.1.2	"No-cost" meals
			The per diem rate claimed must be reduced for all "no-cost" meals the traveler receives. This includes meals included in event registration fees or at business meetings, but excludes in-flight meals provided by airlines and continental breakfasts provided by hotels and motels. Per diem rates for individual meal components are available from the Consortium Research Fellows Program office.
7.	TRANSPORTATION
	7.1	Commercial air or retail carrier
		Commercial air travel for all travelers must be undertaken at the lowest customary standard, coach, or equivalent airfare offered during normal business hours. Commercial rail travel for all travelers must be undertaken at coach class rates. Travelers must fly only on U.S. carriers.
	7.2	Personal Vehicle
		Travelers may be reimbursed for use of a personal vehicle while on Consortium business. Total reimbursement for vehicle use, lodging, and meals and incidental expenses, however, may not exceed the alternative cost of travel by the most economical air routing.
		7.2.1	Rate
			The mileage rate will be that set by the Federal Travel Regulations in effect when travel occurs and will be communicated to the traveler when the trip is approved.
		7.2.2	Calculating mileage
			When travelers depart from home or some other non-work location, the mileage reimbursement allowed must be calculated using the mileage distance from the actual departure point to destination, or the distance from the normal work place to destination, whichever is less.
	7.3	Rental Vehicles
		Reimbursement may be made for rental of an economy class vehicle when circumstances warrant.
		7.3.1	Insurance
			The Consortium provides insurance for employees driving rental vehicles. Therefore, those travelers will not be reimbursed for rental car insurance for locations within the United States, and they should decline liability damage waiver (LDW) and collision damage waiver (CDW) insurance for travel within the United States. Other forms of insurance such as personal accident insurance (PAI) are also not reimbursable. Conversely, all employees traveling in foreign countries and all consultants traveling in the United States or in foreign countries must purchase appropriate insurance and will be reimbursed for all reasonable, necessary, and actual insurance premiums.
		7.3.2	Gasoline Charges
			Reimbursement for fuel is limited to prices at customary, competitive outlets. The rates charged by rental agencies at airports are often double the normal rates. Charges incurred at these locations will be recalculated and reimbursed based upon normal rates.
	7.4	Parking fees and toll charges
		Reimbursement is provided for reasonable parking fees and toll charges incurred. Parking at airports is limited to the most economical rate and must not exceed the taxi fare to/from the terminal. Receipts for parking expenses in excess of $25 per day are required.
	7.5	Taxi, shuttle van, and public transportation fares
		Reimbursement is provided for taxi, shuttle van, metro, bus, or other public transportation fares between the traveler's office and carrier terminals, between carrier terminals and lodging, and between lodging and worksites at travel destinations. When travelers depart from home or some other non-work location, reimbursement will be for the fare from actual departure point to destination or from normal work place to destination, whichever is smaller.
8.	OTHER REQUIREMENTS AND LIMITATIONS
	8.1	Other Reimbursable Expenses
		Other expenses that may be reimbursed if directly related to the travel mission include: -Business telephone calls -Facsimiles -Data transmission charges -Passport and visa expenses, vaccination fees, airport fees -Registration fees
	8.2	Unallowable Expenses
		The following is a list of common expenses that are not reimbursable. It is not all-inclusive: -Lost or stolen articles -Alcoholic beverages -Excessive meal and lodging charges -Damage to personal vehicles, clothing, or other items -Services to gain entry to locked vehicles -Towing charges -Luxury vehicle rentals -Excessive parking and gasoline charges -Movies charged to hotel/motel bills -Expenses for children, spouses, and other nonbusiness companions -Additional costs resulting from uses of rental vehicles for other than business purposes The following is a list of common expenses that are included in per diem and are not separately reimbursable: -Service fees and tips (e.g., to baggage handlers and taxi drivers) -Personal telephone calls -Personal laundry expenses -Travel between lodging and places where meals are taken
9.	LOCAL AREA TRAVEL EXPENSES
	Non-commuting travel expenses may be reimbursed when individuals must travel in the local area on official business. This includes trips to other locations in the vicinity to attend meetings, do library research, etc. Travel may be by personal vehicle or local common carrier (e.g., metro, bus, etc.). Commercial parking fees and toll charges may also be reimbursed. Normal commuting mileage is not reimbursable; only the net additional mileage may be claimed.
10.	EFFECTIVE DATE
	The travel policies contained herein are effective March 1, 2007. This administrative policy shall be reviewed and revised as necessary.