Travel

About This Policy

Responsible Officer
Vice President of Human Resources & Operations

Policy Owner
Vice President of Human Resources & Operations

Policy Contact
Vice President of Human Resources & Operations

Policy Statement

North Central University supports business travel that advances the institution’s educational, research, and service mission. Faculty, staff, and students travel to conduct university business, participate in professional development, and represent the university in academic and professional communities.

The university provides financial support for legitimate business travel activities while maintaining appropriate stewardship of institutional resources and ensuring compliance with applicable laws, regulations, and contractual obligations.

Departments can establish travel requirements more restrictive than university-wide requirements when business needs require additional controls. Departments must not establish requirements less restrictive than university-wide requirements. All university travel must comply with university requirements at minimum.

Meeting Traveler Obligations

Traveler must select economical options that meet scheduling and business requirements while avoiding unnecessary expense. Travelers must exercise the same care in spending university funds that reasonable persons would exercise in spending their own money for similar purposes.

External research sponsors often impose travel requirements differing from standard university requirements. Sponsored fund travelers must comply with whichever requirements prove more restrictive – university requirements, sponsor guidelines, or federal regulations.

Principal investigators and sponsored fund administrators must communicate sponsor requirements to travelers before travel occurs. Travelers remain responsible for understanding and complying with all applicable sponsor requirements. Expenses normally prohibited on non-sponsored funds become allowable on sponsored funds when sponsors provide prior written authorization.

Approving Travel Expenses

Approvers must validate that expenses comply with requirements, represent prudent use of funds, contain proper documentation, and receive timely submission. Approvers must not approve expenses that fail to meet requirements or that represent wasteful spending.

Paying for Travel

University credit cards, travel cards, and gas cards represent the university’s preferred payment methods for travel reservations, accommodations, and expenses. These methods allow direct billing to the university and reduce out-of-pocket expenses for travelers. Whenever possible, travelers or their authorized designees must use university cards for travel purchases.

Travelers make their own travel arrangements through their preferred vendors and booking platforms. Departments do not provide centralized booking services. Travelers must compare costs across multiple options and select economical arrangements that meet business needs.

When university cards cannot accommodate specific expenses or when travelers lack authorized card access, travelers can make out-of-pocket expenditures subject to reimbursement following travel completion.

Approving and Documenting Travel

Advance Travel Approval

Travelers must obtain advance approval for:

International travel (all destinations outside the United States)
Domestic travel exceeding three days duration
Travel involving costs exceeding $4,500
Travel using sponsored or restricted funds
Travel by students on university business Department heads or their authorized designees can approve routine domestic travel not meeting the above criteria through standard departmental processes.

Department heads may approve recurring travel activities through blanket authorization covering multiple trips when the travel follows established schedules or regular patterns. Individual trip authorization forms are not required for travel covered by blanket approvals.

Expense Documentation and Submission

All travel expense reimbursement requests require:

Completed Travel Expense Report signed by traveler
Itemized receipts for all expenses over $25 showing vendor, date, items, and amount (digital images satisfy requirements when legible)
For expenses under $25, itemized receipt when available; when unavailable, documented entry on expense report showing date, vendor/location, business purpose, category, and amount
Business purpose documentation for all expenses
Supervisor approval signature
Budget account information for expense charging

Travelers must submit Travel Expense Reports with supporting documentation to Accounts Payable no later than twenty business days following travel completion. The university may deny late reimbursements, require additional documentation, or restrict travel privileges for repeated violations. The university reserves the right to make exceptions for circumstances beyond the traveler’s control (extended medical leave, family emergencies, or system failures).

When using university credit cards for travel expenses, travelers must reconcile and document all charges through Travel Expense Reports even though the university receives direct billing.

Handling meal and food expenditures

The university reimburses actual meal costs supported by receipts rather than using per diem allowances. Meal expenses over $25 require itemized receipts showing establishment name, date, items purchased, and total amount paid. Credit card receipts alone do not constitute adequate documentation without corresponding itemized receipts.

For individual meal expenses under $25, travelers must document the expense on the Travel Expense Report including date, vendor/location, business purpose, expense category, and amount. No receipt scanning required under $25, but documentation must remain complete and accurate. Departments may require receipts for expenses under $25 based on operational needs.

Meals and Food – Expense Limits

The university reimburses actual expenses up to a daily cap based on the current IRS High- Low Substantiation rates. This two-tiered system automatically provides a higher daily limit for high-cost metropolitan areas and a standard rate for all other locations. The university monitors the total daily spend rather than individual meal costs; travelers may allocate their daily limit as needed, provided the total actual expense for the day does not exceed the applicable daily cap.

The daily rate represents total meal spending for the day, not a per-meal allowance. Travelers must exercise reasonable judgment in meal spending throughout the day. Skipping meals does not authorize exceeding the daily cap or justify extravagant dining at remaining meals. Travelers should ensure adequate nutrition while maintaining responsible spending.

Departments can establish lower limits based on budgetary constraints but must not impose limits that create undue hardship for travelers or force travelers to subsidize university business with personal funds. Departments must ensure that any limitations still allow travelers to obtain reasonable nutrition and represent the university professionally. When budgetary constraints prevent adequate travel support, departments must reconsider whether the travel serves essential business purposes rather than requiring travelers to absorb unreimbursed costs.

Meals and Food – Business Development and Recruitment Meals

When travelers host prospective students, donors, sponsors, consultants, or other external participants during recruitment or business development meals, the university will reimburse reasonable meal costs exceeding individual traveler limits. Travelers must document the business purpose, identify all external participants by name and affiliation, and obtain appropriate advance approval for anticipated costs exceeding standard meal limits. Business development meals must reflect reasonable expenses appropriate to the business purpose and must not serve as occasions for extravagant dining.

Meals and Food – Gratuities

The university reimburses reasonable gratuities for meal service up to 20% of the pre-tax bill. Travelers must show gratuities separately on expense reports rather than including them in meal totals without explanation.

Meals and Food – Meals Included in Other Expenses

When conference registration fees, hotel rates, or other travel expenses include meals, travelers must not seek reimbursement for those included meals. Travelers who decline included meals and purchase alternatives receive no reimbursement for the alternative meals.

Meals and Food – Group Meals

When possible, university employees dining together should request separate checks to simplify expense reporting. When multiple university employees share a single check, only one traveler can submit the meal expense for reimbursement. The traveler submitting the expense must provide the total receipt and identify all participants present by role (e.g., 4 coaches, 30 student-athletes). Other employees present must not submit separate reimbursement requests for the same meal.

Handling lodging expenditures

The university reimburses actual lodging expenses supported by receipts.

Lodging – Hotel Standards

Lodging reimbursement covers standard or equivalent room rates only. When multiple authorized travelers share accommodation, travelers must obtain separate receipts or allow only one person to claim the expense. For student group travel, the supervising employee typically claims lodging expenses for all shared rooms.

Travelers must use conference lodging when conferences provide accommodation options. When conference facilities reach full occupancy, travelers can arrange alternative lodging. Alternative lodging expenses must not exceed conference lodging rates except when no comparable options exist within reasonable proximity to the conference location.

Travelers can accept complimentary room upgrades. The university will not pay costs associated with purchased upgrades. Room upgrades using personal rewards, miles, or credits constitute personal expenses ineligible for reimbursement.

Lodging – Overnight Stay Reasonableness

Overnight lodging receives consideration as reasonable when same-day travel requires the traveler to leave home before 06:00 AM local time or arrive home after 22:00 PM local time.

These time-based standards provide objective criteria for overnight stay approval. Supervisors can approve overnight stays based on flight itineraries and meeting schedules without requiring subjective judgments about travel necessity. Travelers seeking overnight stays outside these parameters must provide business justification for supervisor review.

The university recognizes that late arrivals occur regularly in university operations. Supervisors must consider employee and student well-being when determining whether same-day return remains appropriate despite late arrival times.

Lodging – Distance and Tax Compliance

The university generally authorizes overnight lodging only for destinations exceeding 50 miles from the traveler’s residence or primary work location. The IRS classifies lodging within 50 miles as a “personal convenience” rather than a “business necessity” under the “Sleep or Rest” rule for maintaining accountable plan status.

When the university pays for or reimburses lodging within the 50-mile radius, the IRS may classify the expense as a taxable fringe benefit. The value of the lodging must be reported as taxable income on the employee’s W-2 unless a specific exception applies.

Overnight lodging within 50 miles qualifies as non-taxable only when driving home proves hazardous or impossible due to:

Restrictive work schedules making same-day return unreasonable (departing before 06:00 or arriving after 22:00)
Requirements for 24-hour on-site management of university events
Extreme weather or emergency conditions making local transit unsafe
Medical conditions or health circumstances preventing same-day travel

Travelers seeking overnight lodging within 50 miles must document the qualifying exception and obtain supervisor approval before incurring lodging expenses. The supervisor’s approval must reference the specific qualifying circumstance to maintain proper tax treatment.

Lodging – Personal Expenses and Hotel Services

Personal expenses and services including in-room entertainment, health club fees, mini- bar charges, and similar amenities remain the traveler’s responsibility. The university will not reimburse these personal expenses.

Personal laundry expenses become permissible when travel exceeds five consecutive days. Laundry charges must occur during official travel periods rather than after travel completion. Travelers must submit receipts for laundry service reimbursement.

Lodging – Private Rental Accommodations

Travelers can book private rentals through reputable platforms such as Airbnb, VRBO, and similar services when such arrangements serve university business purposes and meet all of the following requirements:

Total private rental costs must remain comparable to or less than reasonable hotel accommodation for the same period
Rentals must comfortably accommodate the number of travelers considering room configuration and traveler composition
All travelers must consent to shared accommodation arrangements
No traveler can share beds or bedrooms with persons of the opposite sex (unless the travelers are legally married to one another)
Cancellation policies must permit cancellation with reasonable notice
Travelers must attempt to cancel within refund periods when circumstances require cancellation
The university will reimburse reasonable cancellation fees when circumstances beyond the traveler’s control require cancellation

Handling transportation expenditures

Transportation – Air Travel Standards

Travelers must use economy or coach class for all flights regardless of duration. The university does not reimburse business class, first class, or premium economy fares except when:

Documented medical conditions require upgraded seating and department head provides advance approval
No economy class seats remain available on flights necessary to meet non-flexible university business schedules
Sponsored agreements explicitly require or permit upgraded travel

Travelers making flight arrangements must compare costs across multiple airlines and booking platforms to identify economical options meeting schedule requirements.

Travelers must book flights sufficiently in advance to obtain favorable rates rather than incurring premium costs through last-minute booking.

The university will not reimburse airline club memberships, flight insurance, or optional services not required for travel completion except when division vice presidents approve flight insurance for large group travel. Complimentary seat upgrades using personal rewards or status remain permissible.

Transportation – Mixed-Purpose Travel Airfare

When travelers combine personal travel with university business travel on the same trip, the traveler must provide a screenshot or printed quote of the business-only itinerary cost at the time of booking the actual travel. The university will reimburse only the lesser of the actual airfare cost or the business-only quote amount.

This requirement prevents the university from subsidizing airfare cost increases resulting from personal travel date extensions. Travelers must document the business-only cost and pay any premium from personal travel.

Transportation – Baggage Fees

The university reimburses one checked bag fee per flight segment when travelers require checked baggage for university business purposes. The university will not reimburse fees for additional bags, overweight bags, or oversized bags except when:

University equipment or materials require additional baggage
Extended travel duration necessitates additional luggage
Sponsored agreement requirements mandate specific equipment transport

Transportation – Airline Credits and Refunds

When canceled travel results in airline credits, vouchers, or refunds, those credits belong to the university regardless of whose name appears on the credit or which payment method funded the original ticket.

For any purchase made on a university credit card, if an airline offers the choice between a travel credit or a refund to the original payment card, the traveler must select the refund to card.

When a flight is canceled, the university does not reimburse out-of-pocket airfare until the travel is actually completed. If the university paid for the ticket directly, the traveler must apply the resulting credit to their next authorized business trip. To ensure these assets are used, the authorizing vice president will verify credit availability before approving new travel requests. The university will offset the value of any outstanding credits against future expense claims, reducing a traveler’s new reimbursement by the amount of any university- funded credit they currently hold. Personal use of these credits is prohibited.

Traveler Requirements:

Report: Notify that the cancellation occurred and that a credit was issued.
Prioritize: Use existing university-funded credits before requesting new funds or reimbursements.
Disclose: Report all unused university credits to the university before separation from employment.
Certify: Confirm on every expense report that no university-owned credits were available for the trip.

The university will not reimburse travelers for canceled flights when the traveler retains the airline credit for personal use. Travelers who fail to disclose airline credits or who use university-funded credits for personal travel commit theft of university resources and face disciplinary action up to and including termination.

Transportation – Ground Transportation

Travelers must use the most economical ground transportation appropriate for the circumstances. Options include:

Rental vehicles when multiple destinations, group travel, or limited public transportation makes rental economical
Ride-sharing services for point-to-point travel when economical
Taxis when other options prove unavailable or impractical
Public transportation when available and practical
Airport shuttles and hotel shuttles when available

Transportation – Parking and Airport Access

Travelers must use the most economical airport access method available. Ride-sharing services, light rail, and airport shuttles typically provide more economical alternatives to airport parking. The university strongly discourages parking at departure airports given the availability of economical alternatives and the high cost of multi-day parking.

The university reimburses reasonable parking expenses at destination locations including hotels and business meeting sites. The university will not reimburse valet parking except when no self-parking options exist or when mobility limitations require valet services.

Travelers who rent vehicles must select economy or mid-size vehicles unless group size or equipment transport requires larger vehicles. The university will not reimburse luxury vehicle rentals, upgrades beyond business requirements, or optional features such as satellite radio.

Transportation – Authorizing personal vehicle use

Travelers can use personal vehicles for university business travel when personal vehicle use proves more economical than alternative transportation or when schedule requirements, multiple destinations, or group travel make personal vehicle use more practical. The university strongly encourages rental vehicles for trips exceeding 50 miles due to insurance coverage and cost-effectiveness.

Travelers who use personal vehicles receive mileage reimbursement at the current IRS standard mileage rate. The university does not maintain an internal rate schedule; travelers must reference the current IRS business mileage rate published at www.irs.gov. Mileage reimbursement covers fuel, maintenance, insurance, and vehicle depreciation.

Travelers must maintain valid auto insurance and assume full responsibility for deductibles, uninsured losses, liability, and any damages not covered by their personal insurance policy. The traveler’s personal auto insurance provides primary coverage for accidents or incidents occurring during university business travel. The university provides no coverage for personal vehicle damage, deductibles, or liability claims.

When multiple university employees travel together in a personal vehicle, only the vehicle owner can claim mileage reimbursement. Passengers receive no separate mileage reimbursement. The university will not reimburse multiple mileage claims for the same trip. For group travel involving two or more employees, the university strongly recommends rental vehicles to ensure proper insurance coverage for all occupants and to reduce personal liability exposure for the driver.

Travelers must document actual miles traveled using the most direct practical route between origin and destination. When personal vehicle use represents the most economical transportation option, the university will also reimburse necessary tolls and parking fees supported by receipts.

Personal vehicle use must not exceed the cost of alternative transportation methods (flight, rental vehicle, public transportation) unless justified by schedule requirements, multiple destinations, or group travel considerations. For distances exceeding 300 miles one-way, travelers must compare personal vehicle mileage costs against flight and rental vehicle costs and select the most economical option unless business circumstances require personal vehicle use.

The university will not reimburse vehicle repairs, traffic citations, parking violations, or similar expenses arising from personal vehicle use. Students must not use personal vehicles for university-sponsored travel. The university provides transportation for student group travel.

When the university cannot provide transportation, division vice presidents can approve student personal vehicle use on a case-by-case basis with documented insurance verification and signed liability waivers. Students receive no mileage reimbursement.

Handling emergency and unexpected costs

Circumstances beyond the traveler’s control may create necessary expenses exceeding normal limits. Travelers must contact their supervisor as soon as practical when emergencies occur and document situations thoroughly for approval.

The university reimburses reasonable emergency costs when travelers demonstrate prudent action under the circumstances, including:

Unplanned lodging, meals, or transportation due to flight cancellations, delays, or other carrier disruptions
Emergency purchases (clothing, toiletries, basic supplies) for lost or delayed baggage, not to exceed $200 while awaiting baggage return or airline compensation
Extended stays or early departure due to illness or injury during travel
Necessary costs when emergencies limit availability and create significant price increases beyond normal limits

Travelers must pursue available compensation from airlines, rental companies, insurance providers, or other sources. Any compensation received offsets university reimbursement for the same expenses. The university will not reimburse rental vehicle damage when travelers decline available damage waiver coverage. Medical treatment costs must route through health insurance rather than travel expense reimbursement.

Defining non-reimbursable travel expenses

The university will not reimburse the following expenses under any circumstances:

Prohibited Expenses

Alcoholic beverages of any kind
Entertainment expenses including movies, sporting events, or recreational activities unrelated to university business
Personal care items, clothing, or toiletries
Traffic violations, parking tickets, or other fines
Personal travel insurance or flight insurance
Costs resulting from travel with family members or other non-university travelers
Any expense that violates university policies or community standards

Personal Expenditures

Childcare, pet care, or house-sitting services
Personal reading materials, music, or entertainment
Personal fitness facility fees or recreational equipment
Expenses for personal side trips or vacation activities combined with business travel
Upgrades or amenities selected for personal preference rather than business necessity

Duplicate or Non-Qualifying Expenses

Expenses already covered by conference registration, hotel rates, or other inclusive arrangements
Passport fees, visa application costs, or immunization expenses (except when required specifically for university travel)
Personal vehicle repairs, insurance, or registration fees
Optional travel insurance or protection plans
Lost or stolen personal property
Medical expenses incurred during travel (covered through employee health insurance) The university will not reimburse expenses that fail to serve university business purposes or that represent personal expenditures.

Traveling internationally

International travel requires additional planning and approval due to safety, regulatory, and financial considerations.

International Travel – Advance Approval and Registration

All international travel requires advance approval from department heads regardless of cost or duration. Travelers must request approval sufficiently in advance to accommodate any required risk assessment or additional authorization processes.

Travelers with U.S. citizenship must register with the U.S. Department of State Smart Traveler Enrollment Program (STEP) before traveling internationally. STEP registration allows U.S. embassies to contact travelers during emergencies and provide assistance when needed.

International Travel

– Medical and Emergency Coverage The university provides international emergency medical and evacuation insurance for all travelers on approved international university business. Travelers must contact the Office of Human Resources at least 30 days before international departure to ensure proper coverage enrollment. International travelers must also:

Verify that personal health insurance provides adequate international coverage or obtain supplemental coverage
Understand that university workers’ compensation may not cover international injuries or may face significant complications in international claims processing
Maintain copies of insurance information, emergency contacts, and critical medical information accessible during travel
Notify their department head and Human Resources immediately of any medical emergencies or security incidents
Carry necessary medications in original prescription containers with adequate supply for entire travel duration plus reasonable delays

International Travel – Safety and Risk Assessment

The university reserves the right to prohibit travel to locations under U.S. State Department Travel Advisories (Level 3: Reconsider Travel, or Level 4: Do Not Travel) or to require additional safety measures for travel to high-risk locations. department heads must consult with the Office of Human Resources and university counsel before approving travel to Level 2 (Exercise Increased Caution) destinations when significant safety concerns exist.

Travelers must familiarize themselves with State Department travel advisories for destination countries before travel. The university can prohibit travel to destinations with significant safety concerns or can require additional safety planning and approval.

Travelers must identify emergency contacts, understand local emergency services access, and maintain copies of important documents including passports, travel insurance information, and university emergency contact information.

International Travel – Currency and Financial Considerations

Travelers must understand currency exchange procedures, local payment customs, and any restrictions on currency transport. The university will reimburse reasonable currency exchange fees when properly documented.

Travelers must document all international expenses in U.S. dollars on expense reports. When original receipts appear in foreign currency, travelers must note the exchange rate used for conversion.

Managing student travel requirements

Students traveling on university business must have a designated university employee serving as point of contact and supervisor for the travel. The supervising employee approves the travel, remains accessible throughout the travel period, and ensures students understand applicable university policies and community standards.

All university community standards, behavioral expectations, and conduct policies apply to students during university-sponsored travel. Students face the same conduct consequences for violations during travel as on campus.

Supervision Requirements

For student travel, the supervising employee must:

Accompany students throughout the travel period or designate another university employee to provide continuous supervision
Ensure lodging arrangements comply with university community standards including prohibitions on opposite-sex bedroom sharing
Approve all student expenses before students incur them when possible, or review and approve expenses promptly after completion
Monitor student conduct and address policy violations immediately according to established student conduct processes
Maintain appropriate professional boundaries with students at all times
Report serious policy violations or safety concerns to the Office of Student Development immediately
Exercise judgment appropriate to the students’ ages, maturity levels, and the travel context

Student Travel Funding

Except for authorized independent academic travel as defined in the Graduate Student and Adult Student Research Travel section above, students traveling without faculty or staff supervision do not qualify for university funding or university travel status regardless of the trip’s educational purpose. Personal student travel, even when related to academic programs, receives no university reimbursement when university employees do not supervise the travel.

Community Standards Application

Partial Funding Arrangements

When employees wish to attend professional conferences, workshops, or similar events that serve legitimate professional development purposes but the university cannot or will not fund complete travel costs, the university can reimburse conference registration fees or similar event costs while the employee assumes personal responsibility for all other expenses.

University Reimbursement Limited to Event Costs

The university will reimburse only conference registration fees, workshop fees, or similar event participation costs. The university will not reimburse transportation, lodging, meals, or any other travel-related expenses for partially funded professional development travel.

Employee Personal Responsibility

Employees assume complete personal responsibility for all transportation costs (airfare, mileage, rental vehicles, ground transportation), lodging expenses, meal costs, and any other travel-related expenses not covered by university reimbursement. Employees travel on personal time rather than university business time when funding only event costs.

Advance Approval Required

Employees must obtain advance written approval from their department head before registering for events under partial funding arrangements. The department head must confirm that the event serves legitimate professional development purposes aligned with the employee’s position and university needs.

No University Liability

Employees traveling under partial funding arrangements do so on personal time and at personal expense except for approved event costs. University liability coverage, workers compensation, and other university protections do not extend to travel portions funded personally by the employee.

Tax and Documentation Requirements

Employees must maintain clear separation between university-reimbursed event costs and personally-funded travel expenses. Employees must not use university credit cards for any personally-funded portions of travel. The university will report reimbursed amounts according to IRS requirements.

Wage and Hour Compliance

Department heads must consult with the Office of Human Resources before approving partial funding arrangements for non-exempt (hourly) employees. Federal wage and hour laws may require the university to compensate non-exempt employees for time spent attending professional development events, even when employees fund their own travel costs. Failure to properly classify and compensate time can result in legal violations and employee claims.

Exceptions and Interpretations

The university may make exceptions to travel requirements in cases of extraordinary circumstances, documented medical necessity, or when sponsor requirements mandate specific practices. Exceptions may include:

Sponsor requirements mandate specific practices differing from university requirements
Extraordinary circumstances make compliance impossible or unreasonable
Documented medical conditions require accommodation
Emergency situations necessitate deviation from standard practices

Travelers seeking exceptions must submit written requests to the appropriate vice president describing the situation, explaining why standard requirements cannot apply, and proposing alternative approaches. The vice president may consult with university senior leadership and university counsel before ruling on exception requests.

Departments must not create local requirements, practices, or informal arrangements that conflict with or circumvent university travel requirements.

Compliance and Sanctions

Travelers who violate requirements face potential denial of reimbursement, repayment requirements for improperly reimbursed expenses, and disciplinary action up to and including termination of employment for employees or dismissal from the university for students. Supervisors who approve improper expenses or who fail to enforce requirements face similar consequences.

The university reserves the right to audit travel expenses, investigate suspected violations, and pursue recovery of improperly spent funds. Travelers and approvers have duties to cooperate with university audits and investigations. Repeated or egregious violations can result in loss of travel privileges, removal of university credit card access, or restrictions on travel authorization in addition to other disciplinary consequences.

REASON FOR POLICY

This policy establishes requirements for university travel to achieve compliance with applicable laws and regulations, including IRS requirements and sponsor restrictions. The policy promotes responsible stewardship of university resources while ensuring proper documentation, approval, and support of travel expenses for legitimate educational and administrative purposes.

These requirements balance the university’s need to support faculty, staff, and student travel for educational purposes with obligations to maintain appropriate financial controls and comply with legal requirements.

POLICY SCOPE

University travel requirements apply to all individuals traveling on university business including faculty members, staff members, administrators, students, volunteers, contractors, and other individuals traveling at university expense or on university- sponsored activities. Coverage extends to all travel regardless of funding source, destination, or duration when travel involves university funds or occurs for university purposes.

PROCEDURES

Requesting Travel Approval

Travelers requiring advance approval will:

Complete the Travel Authorization Form describing destination, dates, business purpose, estimated costs, and funding sources
Submit the form to their department head or authorized approver sufficiently in advance of travel to allow review
Await approval confirmation before making non-refundable travel arrangements
Provide additional documentation when requested by approvers including itineraries, conference information, or sponsor requirements
Modify travel plans if approval receives denial or if approved plans require changes

By signing the Travel Authorization Form, the traveler provides voluntary written consent for the university to offset any personal travel-related debts, overpayments, or unused university-funded credits against future travel reimbursements or other payments owed to the traveler. This authorization complies with Minnesota Statutes Section 181.79 governing paycheck deductions.

When travel receives blanket authorization covering multiple trips, the initial authorization form covers all trips within the approved period. Individual authorization forms are not required for each trip covered by blanket approval.

Making Travel Arrangement

Travelers arranging travel will:

Verify approval status before making any arrangements requiring financial commitment
Use university credit cards when available for all eligible expenses
Compare costs across multiple vendors and booking platforms to identify economical options
Book flights and accommodations sufficiently in advance to obtain favorable rates
Select economy class flights, standard hotel rooms, and economy rental vehicles unless circumstances justify alternatives
Retain all booking confirmations and documentation for expense reporting
Communicate travel itineraries to supervisors and emergency contacts

When combining personal travel with business travel, travelers receive strong encouragement to book personal travel dates as separate transactions from business dates. This practice ensures clear documentation, avoids commingling of university and personal funds, and simplifies expense reporting and reimbursement processing.

Documenting and Submitting Travel Expenses

Travelers completing travel will:

Collect and organize all itemized receipts for expenses incurred during travel
Complete the Travel Expense Report within twenty business days following travel conclusion
Attach all original receipts or legible digital images to the expense report
Document business purpose for all expenses including meals with external participants
Calculate mileage reimbursements using actual miles traveled and current IRS rates
Obtain supervisor signature approving all expenses
Submit complete expense report package to Accounts Payable for processing
Respond promptly to any questions or requests for additional documentation
Maintain copies of all submitted documentation for personal records

Reviewing and Approving Travel Expenses

Approvers reviewing travel expense reports will:

Verify that all expenses have required receipts and documentation
Confirm that receipt totals match requested reimbursement amounts
Validate that expenses comply with university requirements
Check that general ledger account codes and budget numbers appear correctly
Ensure that dates, locations, and signatures appear where required
Question any expenses appearing unreasonable, unnecessary, or improperly documented
Deny reimbursement for expenses failing to meet requirements
Sign and forward approved expense reports to Accounts Payable for processing
Return incomplete or non-compliant expense reports to travelers with explanation

Processing Reimbursements

Accounts Payable processing approved expense reports will:

Verify that expense reports contain all required approvals and documentation
Process reimbursements through the next weekly check run following receipt of approved reports
Return incomplete reports to travelers with explanation of deficiencies
Respond to traveler inquiries regarding reimbursement status The university processes reimbursement checks weekly. Travelers should expect to receive reimbursement within one to two weeks following submission of complete and approved expense reports.

Processing Exception Request

Travelers seeking exceptions will:

Prepare written exception request describing the specific situation, requirement section needing exception, reason standard requirements cannot apply, and proposed alternative approach
Submit exception request to appropriate vice president before incurring the expenses when possible
Provide any supporting documentation requested by the approver
Await approver’s decision before proceeding with expenses requiring exception
Understand that exception requests receive evaluation on case-by-case basis with no guarantee of approval

FORMS

Exception Request Form
International Travel Registration Form
Mileage Reimbursement Form
MFA Exception for Travel Form
Travel Authorization Form
Travel Expense Report

FREQUENTLY ASKED QUESTIONS

Q: Must I obtain approval before booking travel?
A: You must obtain advance approval for:

International travel
Domestic travel exceeding three days
Travel costing over $4,000
Travel using sponsored or restricted funds
Student travel on university business

Your department head can approve routine domestic travel through standard processes.

Q: What receipts do I need?
A: Itemized receipts required for expenses over $25. For expenses under $25, document on your expense report (date, vendor, business purpose, category, amount). Credit card receipts alone do not satisfy requirements – you need itemized receipts showing what you purchased.

Q: Can I use my personal vehicle?
A: Yes, when economical or practical. You receive IRS standard mileage rate reimbursement (see www.irs.gov for current rate). The university strongly encourages rental vehicles for trips over 50 miles due to insurance coverage. You assume full responsibility for insurance, deductibles, and liability through your personal auto insurance.

Q: Can the university pay for my spouse to travel with me?
A: No. The university does not pay expenses for spouses or family members. You can arrange for family to accompany you at your personal expense. When sharing hotel rooms, reimbursement covers only the single room rate. For shared transportation (taxi, rideshare), the university reimburses costs that would have been incurred traveling alone.

Q: What about incidental expenses like WiFi, coffee, or printing?
A: The university reimburses incidentals with clear business purpose. Examples: WiFi for work email (yes), coffee during business meeting (yes), printing conference materials (yes). Personal coffee, bottled water for preference, entertainment (no). Document business purpose on your expense report.

Q: What happens if I need to cancel travel?
A: Cancel immediately to minimize fees. The university reimburses cancellation fees for circumstances beyond your control (emergencies, illness, family situations, business changes). Document the situation when submitting fees. The university will not reimburse costs when you simply change your mind or fail to cancel when possible.

Q: Can I keep frequent flyer miles and hotel rewards?
A: Yes, you can keep benefits earned from university travel. However, you must select the most economical options – do not choose more expensive travel just to earn rewards.

Q: What happens if airline credits result from canceled university travel?
A: Credits belong to the university. Report credits to your department head within five business days. Use credits for your next business trip before requesting new funds. Personal use of university-funded credits constitutes theft and results in disciplinary action up to termination.

APPENDICIES

Appendix A: Traveler’s Quick-Start Guide

Objective: Get you where you need to go without out-of-pocket stress or audit delays.

Before You Book

The “6:00 AM / 10:00 PM” Rule
You have authorization for a hotel the night before your event if you would have to leave home before 6:00 AM. You have authorization for a hotel the night of your event if you cannot get home before 10:00 PM.

Planning a Vacation?
If you add personal days, you must take a screenshot of the “Business-Only” flight price at the time of booking. The university will only pay up to that amount.

The Consent
By signing your Travel Authorization, you agree that any personal charges or unused credits can be offset against future reimbursements (keeping us compliant with Minnesota law).

Making Arrangements

Separate the Bills
Please book your personal vacation nights as a separate transaction on your personal card. If you stay in the same room, ask the front desk for a “Split Folio” at check-out.

The Card Comes First
Use your university credit card for all major business expenses (flights, hotels, cars). This practice represents the easiest way to ensure the university has the data it needs.

Coming Home

The $25 Rule
You only need to scan and attach receipts for items over $25.

Log Everything
For items under $25 (coffee, small tips, tolls), you do not need a receipt, but you must list them on your expense report with the date and category. We need this data for university-wide budget planning.

Deadline
Submit your report within 20 business days. Do not let it sit.

Appendix B: Supervisor’s Approval Checklist

Objective: Ensure stewardship and compliance without over-policing your team.

When Reviewing a Request (Pre-Travel)

Business Purpose
Does this trip clearly advance the university’s mission or the employee’s professional development?

Timing Check
If the traveler requests a “night before” or “night after” stay, does the flight itinerary support the 6:00 AM departure or 10:00 PM arrival thresholds?

Vacation Verification
If the trip mixes purposes, did the traveler provide the comparative quote screenshot? Ensure the approved “University Cap” matches the business-only price.

Student Travel
If a student travels solo, does the student qualify as a graduate student or adult student age 25 or older? Do you have written Dean approval on file?

When Reviewing Expense Reports (Post-Travel)

The Audit Trap
Check the hotel bill. If the trip had vacation days, ensure the hotel receipt only reflects the business nights (via separate booking or split folio).

Data Integrity
Ensure the traveler has listed all expenses—even the small ones under $25. We need this information for our year-end spending analysis.

Alcohol and Conduct
Remember, our community standards apply “door-to-door.” Verify that no prohibited items (alcohol, entertainment) hide in bundled receipts.

The 20-Day Clock
Does the report arrive within 20 days of the traveler’s return? Timely reconciliation represents a key part of our financial health.

The “Reasonable Peer” Reminder
Your role requires ensuring stewardship, not serving as a travel agent. If the traveler followed the 6:00 AM/10:00 PM rules and provided their comparative quotes, the process should move smoothly and quickly.

Appendix D: International Travel Safety Resources

[To be developed]

Appendix E: Mileage Calculation Examples

Mileage reimbursement is intended to cover the additional costs of using a personal vehicle for university business beyond a traveler’s normal commute. To remain compliant with IRS and Minnesota guidelines, the university uses the “Lesser of Two” rule: mileage is calculated from either the university campus or the traveler’s home to the destination, whichever distance is shorter.

Scenario 1: Travel from University (Workday)
The traveler arrives at the university for their regular shift, then drives to a meeting in another city and returns to the university.

Calculation: Total miles driven between the university and the meeting.
Result: 100% of miles are reimbursable. Since the traveler already completed their commute, no deduction is required.

Scenario 2: Travel from Home (Home is Closer)
A traveler lives in Bloomington and drives directly to a site visit in Rochester.

Distance A (Home to Rochester): 75 miles
Distance B (University to Rochester): 85 miles
Result: 75 miles are reimbursable.

Scenario 3: Travel from Home (University is Closer)
A traveler lives in Duluth and drives to a conference in St. Paul.

Distance A (Home to St. Paul): 150 miles
Distance B (University to St. Paul): 10 miles
Result: 10 miles are reimbursable.

Scenario 4: Weekend or Non-Workday Travel
A traveler is required to attend a university event on a Saturday.

Calculation: Total miles driven from home to the destination and back.
Result: All miles are reimbursable.

Summary Table for Quick Reference

Departure Point	Travel Day	Rule to Apply	What to Claim
University	Workday	Actual Miles	Total miles driven from campus.
Home	Workday	Lesser of Two	Shorter distance (Home vs. University).
Home	Weekend	Actual Miles	Total miles driven from home.
Home	Remote Day	Commute Deduction	Total miles minus normal daily commute.

ADDITIONAL CONTACTS

Primary Contact
Human Resources
Email: hr@northcentral.edu

Travel Approval
Department Heads

Expense Processing
Accounting
Email: accounting@northcentral.edu

Sponsored Fund Travel
Office of Academic Affairs
Email: academics@northcentral.edu

DEFINITIONS

Actual Expenses
The specific documented costs incurred for travel expenses, substantiated by receipts and paid either through university payment methods or through traveler out-of-pocket expenditure subject to reimbursement.

Business Purpose
The legitimate university objective served by travel including but not limited to academic conferences, research activities, student recruitment, donor relations, professional development, university representation, or administrative functions.

Domestic Travel
Travel within the United States and its territories.

Extravagant Expense
An expense exceeding what reasonable persons would consider appropriate.

IRS High-Low Substantiation Rate
IRS-established rates used as maximum daily reimbursement limits for meals.

International Travel
Travel outside the United States.

Itemized Receipt
Receipt showing detailed items purchased.

Necessary Expense
Expense required to accomplish business purpose.

Original Receipt
Vendor-issued receipt documenting the transaction.

Out-of-Pocket Expense
Expense paid personally and later reimbursed.

Reasonable Expense
Prudent, non-excessive spending.

Sponsored Funds
External grant or contract funds.

Traveler
Anyone traveling on university business.

University Business
Activities supporting the university mission.

University Employee
All employees and authorized volunteers acting in official capacity.

RESPONSIBILITIES

Travelers

Obtain approvals
Select economical options
Retain receipts and submit reports within 20 days
Comply with requirements

Approvers

Review and approve travel and expenses
Verify documentation and compliance
Monitor spending
Deny non-compliant expenses

Accounts Payable

Process reimbursements
Verify documentation
Return incomplete reports
Provide training

Sponsored Fund Administrators

Communicate sponsor requirements
Review expenses for compliance
Maintain documentation

RELATED INFORMATION

University Policies and Procedures

Conflict of Interest

Relevant Legislation

Internal Revenue Service Publication 463: Travel, Gift, and Car Expenses
Fly America Act (49 U.S.C. § 40118) requiring U.S. air carrier use for federal fund travel
Federal Acquisition Regulation provisions governing sponsored fund travel
Uniform Guidance (2 CFR Part 200) for federal grant and contract travel

Other Resources

IRS Standard Mileage Rates: https://www.irs.gov/tax-professionals/standard-mileage-rates
IRS High-Low Substantiation Rates: https://www.irs.gov/ (search “per diem rates”)
U.S. Department of State Travel Advisories: travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html
Smart Traveler Enrollment Program (STEP): https://step.state.gov/step/

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