Appendix 25 Travel Guidelines
  1. GENERAL GUIDELINES

    1. Since travel costs represent a sizeable portion of the University's total expenditures, appropriate efforts must be taken to contain and control these costs. The University seeks all employees' cooperation to maximize cost saving opportunities. While the University recognizes the need for flexibility in administering travel guidelines, few exceptions will be allowed. Requests for reimbursement or payment of expenditures which appear to be in conflict with the intent of these guidelines will be submitted to the employee's supervisor for review.

    2. These guidelines are intended to provide employees, who are duly authorized by their budget officer to travel on behalf of the University, with adequate levels of transportation, lodging, meals and other services necessary to conduct the University's business. The University intends that employees travel in reasonable comfort when away from home on business. However, accommodations, meals, transportation and services used should be in keeping with those to which the individual is accustomed in normal circumstances and should never be lavish or extravagant. Travel funds should be expended as though they were coming from one's own pocket.

    3. Since departmental travel funds are limited, supervisors and/or budget officers, at their discretion, may impose additional restrictions on expenditures and/or may authorize only partial reimbursement of travel expenses.

    4. Normally, requests for travel advances should be limited to approximately $125.00 per day. Such requests must be submitted to the Controller's Office not less than five full working days in advance of the date the funds are needed.

    5. The expense record (travel advance/request for reimbursement) should be submitted within fifteen working days of the last day of the trip. A second travel advance will not be approved if a prior expense report is overdue. The University retains the right to deny travel advances to any individual who has not submitted documentation in a timely manner for a previous advance. All persons requesting reimbursement or reporting expenditures incurred on behalf of the University must submit the appropriate documentation (payment voucher, expense report, etc.) to their supervisor/budget officer for approval prior to submission to the Controller's Office.

    6. The Internal Revenue Service imposes specific requirements for business expenses. Therefore, travel expenses must be adequately documented and accounted for. In the absence of proper accounting and documentation, IRS regulations require that expense reimbursements be considered taxable wages. For reimbursement of incurred expenses, the following must be documented in the space provided on the travel expense voucher form:

      1. business purpose
      2. dates and amounts of each expense item
      3. if business entertainment is required, the business relationship to Gonzaga of those entertained.

      The University requires that original receipts be submitted for all expenses. In the case of hotel bills, the folio account from the hotel is necessary. Credit card slips alone are not adequate documentation. All purchases of gasoline or other supplies for rental cars should be documented with a receipt. For business entertainment, one must indicate in the appropriate space the names and affiliation of those entertained, the purpose and justification of the entertainment, and when, where and how the business discussion occurred. It is expected that business entertainment will be minimized.

  2. AIR TRANSPORTATION

    1. Air transportation must be reserved and ticketed through the University's designated travel agency, currently Time to Travel, located in the Spokane Valley (509) 892-7271 or shobbs@tttravel.com. If it is necessary to revise flight schedules or obtain tickets when away from home, Time to Travel can be reached toll free nationwide at (800) 525-7185.

    2. Tickets purchased through Time to Travel must be placed on a purchase order.

    3. All domestic and foreign travel should be booked in excursion class. Airfare booked at other than the lowest available class will be charged back to the employee to the extent that it exceeds the lowest available fare.

    4. To maximize discount fare possibilities, air travel arrangements should be reserved as far in advance of the travel date as possible. Restricted fares provide opportunities for saving funds, but the traveler should weigh carefully the savings potential against the risk of change or cancellation. To be a cost effective traveler one should plan early and carefully.

    5. The University's guidelines allow employees to retain frequent flyer awards. If the IRS classifies these awards to be an additional tax burden, the employee will be responsible for the resulting tax liability. Any employee found to be incurring unnecessary travel expense (additional trips, circuitous routes, unwarranted increase in fares) to build bonuses will be considered to be defrauding the University.

  3. GROUND TRANSPORTATION

    1. Airport Transfers: The airport to downtown limousine/bus service should be the preferred method of transportation to a hotel or meeting site. Taxis and private limousines should be used only when they represent a more reasonable alternative or are essential due to time constraints.

    2. Taxis: Taxi use should be limited, with preference given to public transportation or car rentals. If public transportation is unavailable or inadequate for local travel, then taxis may be used. Trips should be of minimal length and each trip should be separately identified on the travel expense form.

    3. Car Rental:

      1. When possible, employees should use Time To Travel for rental arrangements. National and Alamo are preferred vendors; however, the lowest cost with the safest travel is the goal. TheController's Office has credit cards for the following vendors: National, Alamo, Budget, Avis or Thrifty. Purchase orders or cash will be necessary for other vendors.

      2. Rental should be in name of THE CORPORATION OF GONZAGA UNIVERSITY and in the individual's name. Should the automobile be rented in the individual's name and NOT the Corporation of Gonzaga University, applicable insurance coverage is not automatic (see paragraph C below), and the INDIVIDUAL is responsibility to insure that insurance coverage is purchased at time of rental, or proper coverage is through personal insurance program.

      3. Employees should not purchase physical damage insurance (CDW or Collision Damage Waiver). Gonzaga is covered for rental car physical damage for rental terms of less than 30 consecutive days. (as long as the automobile is rented in the name of THE CORPORATION OF GONZAGA UNIVERSITY.) This is true for autos and vans with a value of $50,000 of less. Coverage for a bus or vehicle exceeding $50,000 value should be handled with Pam Siedhoff, (509) 323-6139.

      4. Before taking possession of a rental vehicle, employees should thoroughly inspect it to assure that any existing damage is noted on the rental agreement.

      5. Employees involved in an accident with a rental vehicle should refer the rental company, injured party or anyone claiming injury to Pam Siedhoff at Gonzaga (509 323-6139) or to Marsh USA, Inc., claims personnel at 1 800 525-7012 or 509 358-3900. The fax number for Marsh USA, Inc., is 509 358-3937 or for Gonzaga is 509 324-5199. The employee should be prepared to furnish the following information:

        • Rental vehicle: Driver's name
        • Make, year and license number of vehicle
        • Rental contract number
        • Name, address & phone number of passengers
        • Renter's home & business phone numbers
        • Damage incurred
        • Other vehicle or driver and owner's name
        • Property address and phone number
        • Make, model, year, license number, state of registration
        • Name of insurance company
        • Name, address & phone number of passengers
        • Damage incurred
        • General Information: Police officer's name & badge number
        • Name, address & phone number of witnesses
        • Explanation of accident including description of accident, street names, weather and road conditions, direction moving, date, hour and location

      6. Employees should file an accident report if required by law.

      7. Employees should use good judgement to minimize the situation as if it were their own problem.

      8. Employees should to plan their travels to return rental cars to the renting location to avoid unnecessary drop-off charges, which can considerably increase rental costs.

      9. Employees should always attempt to refill the gas tank before returning the car, as service station prices for gas are considerably less than rental company charges.

    4. Personal Automobiles: Staff members must use University vehicles whenever available. If a personal automobile is used, reimbursement will be based on the following:

      1. The University authorizes 48.5 cents per mile.

      2. Mileage from home to work is considered a personal expense and is, therefore, not reimbursable by the University.

        If an employee is authorized to use a personal automobile in lieu of alternative transportation, reimbursement will be based on the least costly of the normal public transportation or the automobile allowance. Should two or more employees travel together in one personal automobile, reimbursement will be made only to the employee whose vehicle is used for the travel.

        If an accident occurs when a University employee is driving his or her privately owned vehicle, that individual's insurance is primary and will be used before Gonzaga's possible provision of any excess liability protection.


  4. HOTEL ACCOMMODATION

    The University's policy is to use quality commercial grade hotels. Time to Travel can assist with recommendations and reservations. When making such reservations, request the "government" or "education" rate. Some hotels will request the University's tax ID number (91-0236600). While hotel rates vary significantly from city to city, a range of $60 - $100 per night is suggested. Federal guidelines for major cities are available in the Controller's Office.

    1. When travel arrangements are such that arrival is later than 6:00 p.m., it may be necessary to guarantee late arrival. The employee is responsible for any changes in the room reservations or cancellations. Any "no show" charges will normally be the employee's direct responsibility. To avoid incurring such costs, employees are encouraged to cancel in a timely manner and record the cancellation number assigned when the room is released.

    2. Reimbursement is limited to a single room rate unless the room is shared with another University employee. Additional charges incurred as a result of non‑approved spousal accompaniment should be deducted before submitting a Travel Expense Voucher. Room service charges are discouraged.

  5. MEALS

    The University provides a per diem meal allowance of $35 per day. However, the University also recognizes that actual meal costs vary widely throughout the country. Therefore, with supervisory/budget officer approval, the University may reimburse meal expenses which exceed the per diem allowance. Actual receipts are required for reimbursement of all meal expenditures.

    The University depends on its employees to exercise prudence in selecting restaurants. Meals should always be commensurate with the traveler's normal eating practices. The University will not reimburse meal costs deemed lavish or otherwise extravagant.

    The following guidelines apply when reimbursement of actual meal expenses is authorized.

    • Breakfast reimbursement is permitted if travel begins earlier than 7:00 a.m. and no meal is served on the transportation used.

    • Lunch is reimbursed on all out of town assignments.

    • Dinner is reimbursed when the traveler is out of town for the evening meal or returns after 7:00 p.m. and no meal was provided by the transportation company en route.
    Meal costs which appear excessive will be referred to the department supervisor for final approval. Expenditures for alcoholic beverages for personal consumption are not authorized.

  6. LOCAL BUSINESS MEALS AND ENTERTAINMENT

    The University does not permit one employee to entertain another at a business meal. To incur a legitimate expense, a non‑University business associate must be present. If business is to be conducted solely between University employees, the meal is the employees' responsibility.

    Good business practice may include the necessity from time to time to host business contacts under conditions conducive to business discussion but removed from University offices. Such entertainment must not be lavish or extravagant and must be reasonable and appropriate to the conduct of business. Expenditures for alcoholic beverages must have supervisory/budget officer approval before submission to the Controller's Office. The practice of a quiet meal with a business associate that includes no discussion of business is not allowed.

    The IRS requires documentation to support each instance of business entertainment. The employee should include with the expense voucher a receipt identifying the establishment, city and date the entertainment occurred, name and affiliation of those entertained, and the business purpose.

  7. TIPS

    Tipping should be reasonable and follow the guidelines below:

    1. Waiters - up to 15% of the check may be included with the meal charge.

    2. Taxis - up to 15% of the fare may be included with the taxi charge.

    3. Bellhops/porters: $1.00 per bag may be included in the miscellaneous expense column on the travel expense form. (no receipt or voucher required.)
  8. PERSONAL SERVICE

    Laundry, cleaning and pressing charges are allowed only when a traveler will be away from home more than seven days. Reimbursement for these charges is limited to $25.00 for each seven-day period.

    Reimbursement will not be allowed for personal expenses such as video rentals, premium TV channels, movies, car washes, personal hygiene items or flowers. These expenses are considered the employee's responsibility.

    The University is not responsible for any costs incurred as a result of an employee's illegal actions, including vehicular violations, even if the employee is conducting University business.

  9. TELEPHONE

    When using the phone, employees should be aware of hotel fees, which vary from one hotel to another. If using a University card, the employee should use an AT&T line, be aware of the surroundings, avoid saying numbers aloud in a crowded area, and use the charge strip when possible. Expenditures for personal long distance calls are not reimbursed.

  10. CREDIT CARDS

    Employees issued University credit cards must use them for business travel and business meals only. Charges for retail items are not allowed. The traveler will be debited for items not in compliance or for items without receipts. Original receipts, not credit card slips, are required for reimbursement. Should an employee need a credit card for extended travel, the Controller's Office has cards for checkout (gas, telephone and car rental cards.) These cards must be returned within two business days after one's return from a trip.

    Should the card be misplaced, stolen, or lost, the employee should inform the Controller's Office immediately. If the Controller's Office cannot be reached (i.e., on a weekend), the card should be canceled immediately. (The card number and phone number should be kept separately.)

  11. SPOUSAL ACCOMPANIMENT

    As a general rule the University does not reimburse for spousal accompaniment. Under no circumstances will expenses for spousal travel be reimbursed unless advance approval is granted. If a spouse accompanies an employee for personal purposes, the difference in hotel charges for a double room must be deducted before the expense report is submitted. If breakfast or other meals are charged to one's hotel account, only the employee's meal amount can be charged to the University.
Revised: October 1999