travel & entertainment policy

Corporate Travel and Entertainment Policy Best Practices

Traveling employees often incur significant expenses on company-funded trips. But how much is too much? According to recent statistics, businesses spend approximately $799 per person per day on a business trip. Expenses can quickly add up if not carefully watched over.  A travel and entertainment policy outlines what expenses are eligible, how much employees (and sometimes senior management) can spend on business-related travel and the specific terms for reimbursement.

In this article, we’ll explore what a travel and entertainment policy entails and how to make the most out of your business travel resources.

Travel and Entertainment Policy Definition

A travel and entertainment (T&E) policy is a set of regulations that govern business-related travel and entertainment expenses. It sets clear parameters regarding what is acceptable in an employee’s spending of company resources and reimbursement procedures. The policy also highlights acceptable activities for employees while traveling on company business; for instance, meetings and conferences.

Why Do You Need a Company Travel and Entertainment Policy ?

For starters, the primary goal of establishing a clearly defined T&E policy is to ensure that employees clearly understand what is expected of them when it comes to spending company funds on work-related trips. It also sets out the guidelines for hosting or entertaining clients for business purposes. 

The travel and entertainment policy also enables management to mitigate risks associated with misuse of funds and identify potential incidents of fraud, alongside non-compliance with legal requirements. 

With that said, here’s a more detailed breakdown of the main objectives of a travel and entertainment policy :

Fraud Prevention

Unfortunately, deliberate and unintentional fraudulent activity in corporate travel still plagues businesses, leading to significant losses in the long run. In fact, it is estimated that companies lose $125,000 to fraud on average. Although the causes and impact of fraud in business vary by department, traveling employees may contribute to fraudulent activity knowingly or unknowingly.  

This arises from the fact that employee and business goals for travel don’t always align. Occasionally, some employees will seek to benefit themselves at the expense of the company. A comprehensive policy prevents fraud by imposing strict procedures for the use of company resources and submission of the expense reports.

>> Related: 5 Ways FinTech Reduces Fraud <<

Better Resource Management

A well-thought-out travel and entertainment policy ensures that employees only adhere to activities that are acceptable and beneficial for the company’s objectives. For instance, paying for a client lunch meeting may be considered acceptable if it helps in solidifying mutually beneficial working relationships.

With a clear policy in place, businesses can ensure that their employees make the most of their allocated travel and entertainment expenses while avoiding overspending and poor management of company resources.

Cost Savings

As mentioned earlier, corporate travel expenses can pile up as a direct result of poor expense management and fraudulent activity. A corporate travel and entertainment policy shields businesses from such issues. This can be achieved by ensuring that spending on business trips, events, and other related activities is done in accordance with the expenses limited by the policy.

The policy also helps companies save money by ensuring that all expenses are properly accounted for and that the company is getting the best value for its money.

Elements of a Company Travel and Entertainment Policy

Different companies set out different policies that reflect their values and culture. Such elements should be tailored to the specific needs of the organization after taking into consideration its size, budget, regulations, and culture. 

Key elements of a T&E policy include:

The Scope of the Policy

First of all, how a company decides on its travel and entertainment policies does not just revolve around booking flights and hotels. There are regulations and guidelines that govern the spending of the company.

The scope of corporate travel and entertainment policies covers vital details such as: 

• The person/people responsible for authorizing travel.
• Who the policy applies to (junior or senior employees?).
• Possible risks.
• Expense reporting procedures.
• Reimbursement procedures.

The list goes on. In essence, the scope of the policy covers all the expectations for employees when traveling on behalf of the company or attending events.

>> Related: The Importance of Well-Defined Travel and Expense Policies for Businesses <<

Travel Approval/Authorization

All travel expenses, routes, and destinations should be authorized by appropriate managers and supervisors before they are incurred. Authorized expenses ensure that the trip is necessary for business, and will be covered by the company’s travel budget. Additionally, an authorization requirement will further help to prevent fraudulent expenses from being submitted for reimbursement.

Travel Budgeting Limits

While each company will have different budget limits, it is important for employees to stay within the budgeted amount so that expenses are kept under control.

Some key considerations for effective budget limits include:

• The number of days an employee will be expected to be away from work.
• The total cost of the trip.
• The number of people allowed to accompany an employee on a business trip.
• The types of travel that are approved (airfare, car rental, public transport, etc.).
• Spending on meals or entertainment during a business trip.

Once the total cost of the trip is determined, an appropriate limit can be set for how much money an employee can spend. This limit may be based on the number of people traveling with the employee, among other factors.

Travel Risk Management

Travel risk management involves assessing, monitoring, and controlling any risks associated with employee travel. The goal is to protect employees and the organization’s assets from risk by carefully anticipating these risks and adequately planning to mitigate them. 

A risk management plan may include:

• Establishing safety protocols for the use of local transport.
• Using approved agencies, suppliers, and companies to ensure quality services and avoid potential scams when booking flights or hotels.
• Creating a checklist for employees to complete prior to their departure. This checklist can include items such as passport and visa requirements, medical insurance, emergency contacts, etc.
• Employing tracking technology, such as GPS-enabled devices and applications to monitor an employee’s location during travel.
• Developing a communication plan for traveling employees so they can keep in touch with the company.
• Offering security training and advice to employees prior to their departure.
• Establishing an emergency contact list for traveling employees, in case of any incidents or emergencies.
• Ensuring that employees are familiar with local laws and customs before they leave.

By taking proactive steps to manage risks, businesses can ensure the safety of their employees while traveling.

Travel Expense Reporting & Auditing

While T&E policies aim to provide clear travel guidelines for employees, it is important to point out that properly documenting and tracking employee expenses is essential for a company to manage its resources effectively.

Regular auditing further keeps the business compliant with tax regulation policies, and within budget.

When it comes to reporting and auditing travel expenses, there are several measures you can take to ensure accuracy and transparency. 

For starters, clear policies regarding acceptable expenses should be established and communicated to all employees. It should be clearly stated when these expenses must be reported, and more importantly, who is responsible for verifying them. If you’re in charge of a sizeable team, you may also want to consider using automated software systems to monitor and track employee spending in real-time. 

>> Related: Mapping the Travel Expense Accounting Process <<

Action Measures for Non-Compliance

Non-compliance with a company’s corporate travel and entertainment policy can lead to significant financial losses as well as potential legal issues. To ensure that all employees adhere to the rules, a clear action plan must be established for employees who do not comply.

First and foremost, any employee found guilty of violating the policy should receive a formal warning. The warning should be sent via email or letter and should include a detailed explanation of the violation.

If the violation persists, further action may be taken. This depends on company policy around fraud and could include disciplinary measures such as suspension, termination, or even legal action depending on the severity of the situation. 

Regardless, it is important to clearly define these consequences in the travel and entertainment policy so that employees are aware of the potential repercussions.

How to Create an Effective Corporate Travel and Entertainment Policy

Having a clear and effective corporate travel and entertainment (T&E) policy in place can help companies manage their expenses and set expectations for their employees. However, creating a policy that balances employee satisfaction and corporate cost control is no walk in the park.

A well-crafted T&E policy can help organizations save money on their travel and entertainment expenses while also ensuring that employees have a smooth and stress-free experience. 

Here are the key steps taken in developing an effective T&E policy:

Identify the Purpose of the Travel and Entertainment Policy

The purpose of a corporate travel and entertainment policy is to provide guidelines and regulations for traveling employees in their duty to the company. It ensures that company resources are used responsibly and ethically when traveling or entertaining on behalf of the company.

Establish Criteria for Travel

When creating a corporate travel policy, it is important to set clear criteria that determine who is eligible for business travel. Details such as the necessary qualifications, job title, and/or seniority level needed to be eligible for business travel can be outlined in the criteria. Additionally, the criteria for travel define the roles or responsibilities of each person traveling on behalf of the company.

Forecasting Your Budget

Forecasting the budget for business trips helps the company estimate how much money should be allocated for travel expenses and provides insight into which areas are likely to incur the most costs. Forecasting also allows you to set clear expense limits so that employees don’t overspend while on business trips. Some travel management platforms may even help you by calculating dynamic budgets based on real-time rates.

Setting Expense Limits

The policy should also specify which types of expenses are allowable and which are not. This will help employees understand what they can and cannot spend company funds on while traveling, as well as any limits that may apply.

Outlining Acceptable Expenses

It is important to list down what types of expenses are acceptable, as well as the limits on these expenses. 

When it comes to outlining acceptable expenses, there are several categories that should be addressed. Common examples of acceptable expenses in travel and entertainment policies may include transportation, accommodation, meals, and entertainment. It is equally important to specify what types of expenses are not allowed, for instance, personal purchases or services that are unrelated to business travel.

>> Related:  Highlights from the 2023 State of Business T&E Report <<

Handling Expense Claims

Another important aspect of a corporate travel and entertainment policy is to ensure that employees are submitting their expenses properly. To do this, employers should provide clear instructions on how to submit expense claims, as well as any documentation or receipts necessary to support the claim.

Establish a Timeline for Submitting Expense Claims

The company should set clear deadlines for submitting claims and require all claims to be approved before reimbursement is issued. By setting these expectations in advance, you can ensure that all employees are abiding by the same rules when it comes to filing travel and entertainment expenses.

Review All Receipts and Documentation

All receipts and documentation should be properly reviewed. This review should include an in-depth examination of both the original receipts and any accompanying documents. These may include itineraries, expense reports, or other forms of proof.

The purpose of this review is to ensure that any expenses incurred fall in line with the company’s budget. Additionally, the review provides an opportunity to check for any discrepancies or fraudulent activity. If a discrepancy is found, it should be reported to the appropriate supervisor/manager so that any necessary action can be taken.

Compare Expenses to Policy

It is important for businesses to compare employees’ actual expenses to the policy on a regular basis to ensure that all spending is compliant with company regulations.

A good way to compare expenses to policy is by using dedicated expense tracking software . These tools allow companies to track and review employee spending easily, as well as compare it against the policy.

Verify the Accuracy of Expenses

All expenses, no matter how minor, must be reported to the finance department. The responsible supervisor should then assess the accuracy of all expense reports before submitting them for reimbursement. In this process, you should provide a detailed review of individual expense items and overall accuracy of the report as a whole.

>> Related: Sample T&E Dashboards for Proactively Monitoring Compliance, Budget, and Anomalies <<

Follow-Up With Employees

Having a corporate travel and entertainment policy is essential for any business, but it’s just as important to ensure that the policy is being followed. To ensure compliance with company policies and regulations, managers should follow up with their employees regularly.

You should check in with your employees both before and after business trips to ensure that all expenses are properly documented and appropriate. Additionally, you should regularly review employee receipts and other expense documentation to ensure accuracy and compliance with the company’s travel policy.

Pay Approved Claims Promptly

As a business, it is important to pay any approved claims promptly. Doing so helps maintain a positive working relationship with employees and vendors.

When approving claims, ensure the total amount stated in the claim is accurate and all supporting documents are included. Supporting documents may include credit card statements, receipts, and other forms of proof. Additionally, it is important to confirm that the expenses are in line with corporate policy.

Creating a corporate travel and entertainment policy is an important part of a business expense management strategy. By establishing clear criteria for who is eligible for business travel, forecasting the budget, setting expense limits, specifying acceptable expenses, and monitoring spending, companies can ensure that their employee travel activities stay within budget.

What is a travel policy?

A travel policy can be defined as the rules and guidelines established by an organization for business travel matters. Such rules dictate who is eligible to travel, where, and how much they can spend on meals and accommodations. Other essential matters discussed in the policy include reimbursements for expenses.

Why create a business travel policy?

A well-constructed policy helps keep business travel safe, cost-effective, and compliant. The main reason for creating a business travel policy is to protect the organization from financial risks and potential legal issues associated with employee travel.

What should be included in a corporate travel policy?

A comprehensive corporate travel policy contains guidelines for employees and contractors to follow when handling both domestic and international travel expenses. Important matters to be included in the policy should cover reimbursement rates, allowable expenses, booking procedures and restrictions, and safety considerations.

What should you consider when creating a business travel policy?

Key considerations to keep in mind include the destinations and objectives of trips to be taken by employees. The size of the business should also be taken into consideration since startups often don’t have the same resources as established companies.

What’s included in a T&E expense report?

A T&E expense report typically includes details about the dates of travel, expenses incurred, the purpose of travel, and any other relevant information such as airline tickets purchased or hotel accommodation. The names of those attending can also be included along with the cost per person for all meals and entertainment activities.

What travel expenses are deductible?

Generally speaking, several business-related travel and entertainment expenses are deductible. Examples of deductible travel expenses may include transportation (airfare, car rentals, taxis, etc.), lodging (hotel stays), meals, and entertainment.

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Office of University Compliance

University Policies

Travel and entertainment policy, general guidelines.

PART 1: PLANNING AND APPROVAL 1a. Authorization to Travel 1b. Travel Advances and Payroll Deductions 1c. Official Travel Parties 1d. Spousal/Partner Travel Event Participation 1e. Combined Business and Personal Travel 1f. Fellowship Travel 1g. Sponsored Program Travel

PART 2: AIR TRAVEL 2a. Transportation to and from an Airport 2b. Airport Parking 2c. Commercial Air Travel 2d. Baggage Fees 2e. Unused Tickets 2f. Charter Air Travel for Official Travel Parties

PART 3: GROUND TRAVEL 3a. Ground Versus Air Travel 3b. Rail Travel 3c. State‐owned Vehicles 3d. Personally Owned Vehicles 3e. Rental Vehicles

PART 4: LODGING 4a. Out‐of‐State Lodging 4b. In‐State Lodging 4c. Use of Local Hotels 4d. Group Lodging

PART 5: MEALS 5a. Meals for Unclassified Employees (while traveling) 5b. Meals for Classified Employees (while traveling) 5c. Meal Expenses for Single‐Day Travel (no overnight) 5d. Conference and Other Meals Provided 5e. Business Meals 5f. Gratuities

PART 6: OTHER EXPENSES 6a. Registration Fees 6b. Telephone, Internet, Computer, and Facsimile Charges While Traveling 6c. Foreign Currency Rates and Per Diem Reimbursement 6d. Prescriptions and Medical Expenses for International Travel

The University of Connecticut (University), here defined as all campuses and programs except for UConn Health, recognizes and supports the need for faculty, staff, and students (undergraduate and graduate) to travel for conferences, events, and other purposes that further the reputation of the University and enhance the productivity of the University community.  Likewise, the University may also find it important to entertain guests.

University business includes travel and entertainment related to activities such as program accreditation, student assessment, academic programming, clinical placements, presentations at or participation in conferences, professional development, fundraising, continuing education, travel related to an employee’s official duties, athletic travel, and many other important activities that support the intellectual and operational endeavors of the University.

At the same time, as a State agency, we must respect and safeguard our travel privileges and funds. We must practice fiscal, ethical, and public responsibility.  This policy sets forth rules that balance the University’s business travel and entertainment needs with sound stewardship of public resources.

This policy addresses the most common aspects of University business travel and entertainment. It cannot contemplate every situation that might arise, however.  Travelers and administrators with questions should contact their supervisor or University Business Services for guidance before they arrange their travel.

This policy applies to all University employees, students, and guests, including but not limited to recruits and job candidates.  The policy shall also apply to the travel and entertainment expenses of contractors, unless the applicable contract provides terms inconsistent with this policy.  Where the policy is intended to apply differently to any of the above University business travelers, it will be so stated in the appropriate section of the policy.  This policy covers all types of University travel for individuals, groups, and team travel.  Employees covered under a collective bargaining agreement (“CBA”) may be subject to additional and/or different policies regarding travel and entertainment.  For such employees, in the event of a conflict between this policy and the applicable CBA, the CBA shall control.

Employees can be reimbursed for certain travel and entertainment expenses related to University business.  University business expenses are the ordinary and necessary expenses of conducting your job, are not lavish or extravagant, and are not for personal purposes.  To be reimbursable, such expenses must be reasonable and appropriate to the circumstances, and in the case of federal grant and/or grant-based sponsored travel, conform to the sponsor requirements as described below under “Sponsored Program Travel” and highlighted in specific sections of this policy.  All reimbursements are subject to final review and approval from Accounts Payable.

Students should follow the same policies for University employees, with the exception of those provisions in Collective Bargaining Agreements that apply to particular employees. Students are reimbursed at the same rate as unclassified employees.  Travelers should also be aware of the Protection of Minors policy ( https://policy.uconn.edu/2016/03/29/protection-of-minors-and-reporting-of-child-abuse-and-neglect-policy/ ).

ELIGIBLE FOR REIMBURSEMENT

With appropriate justification and documentation, travelers can be reimbursed for airfare, railroad tickets, conference registrations, mileage, tolls, lodging, meals, car rental, parking, and other relevant business expenses. Travelers must submit receipts for: (i) expenses greater than $50 that are paid for using the University Travel Card; and (ii) expenses greater than $25 that are paid for by means other than the University Travel Card.

Travelers and Administrators should contact [email protected] or visit travel.uconn.edu for additional information on what may be reimbursed and how.

A primary goal of these policies is to generate cost savings for the University to the greatest extent possible, while simultaneously maintaining the convenience and practicality of the traveler.  If a traveler can document a cost saving measure, which would otherwise be in violation of these policies, Accounts Payable will review the expenditure and, most often, support and reimburse the cost saving measure.

In situations where individuals may share expenses related to travel or entertainment, it is the policy of the University to reimburse the individual who can document having paid the shared expense.  The University is not a party to agreements between individuals to loan or share expenses, and individuals who enter such agreements are responsible for settlement between themselves.

In special circumstances, exceptions to these policies may be warranted.  The President, Provost, Executive Vice President for Administration and Chief Financial Officer, or the Athletic Director or their authorized designees, may review and grant reasonable exceptions.  Exceptions are subject to final review and approval by Accounts Payable.  Additionally, individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy.  Individuals who seek such accommodations may seek the assistance of the Department of Human Resources.

The University reimburses travel and entertainment expenses pursuant to the rules applicable to accountable plans under Section 1.62-2(c)(1) of the Treasury Regulations and, for certain independent contractors, the rules applicable to working condition fringe benefits under Section 132(a)(3) of the Internal Revenue Code and the Treasury Regulations corresponding thereto.  Accordingly, all reimbursable expenditures must have a business purpose and must be supported by documentation.  Whenever this policy is silent or ambiguous about the sufficiency of documentation of expenses, the terms of the tax authorities cited above shall control.  For further guidance, travelers may consult IRS Publication 463.

NOT ELIGIBLE FOR REIMBURSEMENT

Employees are responsible for getting to and from work each workday.  Employees will not be reimbursed for mileage associated with their normal commutes, regardless of the location of their home in relation to their official duty station at the University.  Moreover, when an employee travels from their home to an off-site business destination (including an airport or a rail station), only the difference between the mileage to the off-site destination and the mileage of the employee’s normal commute is eligible for reimbursement.  In other words, employees must deduct the mileage of their normal commute when they claim mileage for travel from their homes to business destinations.

Travelers will not be reimbursed for personal items, including but not limited to newspapers, magazines, toiletries, laundry services, childcare costs, pet boarding fees, credit card interest or late fees, hotel and airline membership fees, airline upgrades, pillows, blankets, headsets, or parking for personal travel.

Travelers will not be reimbursed for parking fines, traffic violation tickets, towing charges, or other vehicular fines.

Travelers will not be reimbursed for trip cancellation insurance or other private insurance. For this reason, as well as administrative considerations, travelers are strongly encouraged to book their flights through the University’s contracted and preferred agency. For international travel only, medical insurance and emergency evacuation is provided by the University.

Travelers will be responsible for no-show fees (e.g., airfare, hotel, etc.), unless in rare circumstances the no-show fee relates to a business reason or an emergency that prevented the traveler from cancelling.  The justification must be documented and provided to Accounts Payable, which may require approval from the appropriate Department Head, Director, or Dean.  These fees are typically not reimbursable in the case of federal grant and/or grant-based sponsored travel.

Expenses paid with credits received from rebates, points, vouchers, etc., are not eligible for reimbursement regardless of how the credits were earned.

In addition, travelers will not receive travel reimbursement for participation in events that are not related to their University work or activities.

REIMBURSEMENT APPROVAL

To avoid actual or apparent conflicts of interest, and to ensure proper separation of duties, employees may not approve payment or reimbursement for their own expenses, expenses of a close relative, expenses related to an event in which they participated, or expenses of an individual to whom they directly or indirectly report.

Employees’ travel and reimbursement requests are subject to approval by supervisors, the Fiscal Officer of the account(s) from which the expenses are paid and Accounts Payable.  These constituencies share responsibility in enforcing this policy and confirming that all reimbursements are supported with a business purpose and clear documentation.  Additionally, travel expenses funded by sponsored awards administered by the University will be reviewed by Sponsored Program Services and the Principal Investigator (PI).  Final approval of the expenses is subject to review by Accounts Payable.

To be reimbursed, travelers are requested to submit a Concur expense report, along with all supporting documentation, within fifteen days of returning from a trip. The University is committed to the timely processing of financial transactions as an integral part of operations and is also observant of the tax rules applicable to employee reimbursements. Therefore, reimbursements submitted later than 60 days after travel is complete will be paid only at the discretion of the appropriate Department Head, Director, or Dean, subject to final review and approval by Accounts Payable. In no event will reimbursements submitted later than 120 days after travel is complete be reimbursed, even with approval from the appropriate Department Head, Director, or Dean

PROCEDURES 

Travel and Entertainment procedures are available at: https://travel.uconn.edu .

PART 1: PLANNING BUSINESS TRAVEL

1a. AUTHORIZATION TO TRAVEL

The University requires pre-approval for travel that involves any travel segment (Airfare, Hotel or Car Rental) for employees, students and guests.  Individuals who incur travel expenses relating to any travel segment (Airfare, Hotel or Car Rental) without prior approval from their supervisor bear the risk that their expenses may not be reimbursed upon return.  The decision to reimburse a traveler in connection with travel that had not been pre-approved will be at the sole discretion of the President, Provost, Executive Vice President for Administration and Chief Financial Officer, or Athletic Director (or their designees).

Further, travelers are strongly encouraged to secure a pre-approval through Concur’s Travel Request module for travel that does not involve a travel segment (e.g., day trip to Boston or New York City), as this will enable monitoring in the event of an emergency.

Travelers should make every effort to reserve travel as soon as practicable, in order to achieve the most cost-effective travel rates.

1b. TRAVEL ADVANCES AND PAYROLL DEDUCTIONS

It is possible to request an advance for certain travel expenses.  However, such advances will only be issued in certain limited circumstances, and may not be used for expenses that can be charged to the employee’s University Travel Card or that may be paid directly by the University.

1c. OFFICIAL TRAVEL PARTIES – ATHLETIC TRAVEL

An “Official Travel Party” is a group of individuals who are authorized to travel on behalf of the University to athletic events.  The Athletic Director is required to approve the “Official Travel Party.”

Individuals not included in an “Official Travel Party” require pre-approval by the Athletic Director, or his or her designee, prior to travelling on a team trip.

Once travel is completed, Athletics is required to submit the final travel roster for that trip.  The final travel roster must include the names and affiliation of individuals that traveled.

1d. SPOUSAL/PARTNER TRAVEL AND ENTERTAINMENT PARTICIPATION

The travel or entertainment expenses of a spouse, partner, immediate family or dependent generally fall within one of three classifications. (Such expenses are not allowed on sponsored awards.)

Bona Fide Business Purpose

If the attendance of a spouse, partner, immediate family or dependent serves a bona fide business purpose for the University, the University may pay the travel or entertainment expenses of the spouse or partner.  To meet the high standard of a bona fide business purpose, the presence of the spouse or partner must be compelling or essential (and not just beneficial) to carry out the business interests and functions of the University.

Employment Agreement

Absent a bona fide business purpose, if an individual’s University employment arrangement or contract permits his or her spouse or partner to travel, or provides that his or her spouse or partner may attend University events, then the cost of such travel or event, or any reimbursement therefore, will be considered compensation to the employee and will be included in the taxable wages of the employee.

Accompaniment with No Business Purpose

The travel and entertainment expenses of a spouse, partner, immediate family or dependent who has no official role for the University and is simply accompanying an individual on University-related travel are the personal responsibility of the traveler, and as such will not be paid or reimbursed using University funds.

1e. COMBINED BUSINESS AND PERSONAL TRAVEL

Employees may combine travel for personal and business reasons, subject to the guidelines below.

If weekends, holidays, or necessary standby days fall between business travel days the traveler may be reimbursed for a hotel where a cost savings can be demonstrated.  Example – if a traveler attends a two-week conference and there is a cost savings by remaining at the conference location over the weekend versus flying home and back during the weekend.

If a traveler chooses to arrive early or to stay longer for non-business reasons, the University will not pay for expenses incurred during additional personal days or any other personal travel expense. The only exception and in special cases, travelers will be able to combine their business and personal travel at a cost lower than if a single trip were only for business. In these special cases, the University will reimburse the traveler for the lower-cost business and personal trip provided that the traveler has clearly documented the cost savings to the University.  The traveler must provide supporting documentation and economic justification from the time of booking, including cost comparisons from the University’s contracted and preferred agency on the date of booking.

Travelers will be reimbursed for travel days as follows:

• Outbound flight segments less than eight (8) hours in duration – one day
• Outbound flight segments exceeding eight (8) hours in duration – two days
• Following a conference, meeting, etc. – one day

1f. FELLOWSHIP TRAVEL

Travel by University Fellows, to be reimbursed or otherwise paid by the University, must adhere to the guidelines contained throughout this policy.  Such travel may be taxable to the Fellow under IRS guidance.

1g. SPONSORED PROGRAM TRAVEL

Travel is a direct cost to a sponsored project when such travel will provide direct benefit to the award and is:

• Allowable : The cost must be allowable under both the provisions of the Office of Management and Uniform Guidance and under the terms of a specific award.
• Allocable : The cost must be allocable; that is, the expense can be associated to a project with a high degree of accuracy.
• Reasonable : The cost must be reasonable; that is, the cost reflects what a “prudent person” would pay in a like circumstance.

If federally funded, sponsored awards are subject to certain federal laws and the guidelines set forth in the Uniform Guidance, 2 CFR Part 200—uniform administrative requirements, cost principles, and audit requirements for federal awards.  All sponsored project awards may be subject to specific agency restrictions, as well as the remainder of this policy.  The terms and conditions of the individual agreement should be reviewed prior to incurring and/or submitting any travel for approval or for reimbursement.  The terms of this travel policy apply to all sponsored programs unless the sponsor’s requirements are more restrictive; if they are, then the sponsor rules must be followed.  The Principal Investigator is responsible for the financial stewardship of their award and for adhering to sponsor and University requirements for travel, and the spending of sponsored funds in general.

The following list highlights some common sponsored travel restrictions.  Some awards may :

• Prohibit foreign travel
• Require pre-authorization by Sponsor for each trip
• Restrict the number of trips that can be taken
• Restrict the number of travelers on an authorized trip
• Set a maximum dollar value per trip
• Allow attendance to a conference to present research, but not for the purpose of “staying current in the field”
• Limit travel to a specific destination or purpose
• Specify maximum meal, mileage or other cost rates.

Sponsored travel must be justified, well-documented, in compliance with the sponsor requirements, and incurred within the period of the award.  Travelers on sponsored funds must provide sufficient explanation so that anyone reviewing the transaction can verify that it is allowable, allocable, and reasonable to the project charged.  Charges that are split between two or more projects must demonstrate how the trip specifically benefited each project respectively.

Entertainment costs are not allowable to a sponsored project without explicit prior approval from the sponsor and Sponsored Program Services.

Federal airfare

The federal Fly America Act mandates that travel sponsored by the federal government must be on U.S. airlines or a foreign air carrier that code shares with a U.S. flag carrier on the flight taken, subject to certain limited exceptions.  This includes flights within the U.S.  If there is no U.S. carrier to your destination, you must travel on a U.S. carrier as far as possible.  By law, additional cost for U.S. carrier flights is not sufficient justification to fly on foreign carriers.  Please note that the same rules apply to a foreign visitor’s flights.

One exception to this requirement is transportation provided under a bilateral or multilateral air transport agreement called “Open Skies Agreements.”  There are currently four Open Skies Agreements that permit traveling on a European Union, Norwegian, Icelandic, Australian, Swiss, or Japanese carrier under specific circumstances.

Though the federal Open Skies policies allow the use of foreign airlines, the easiest and safest way to comply with Federal air travel regulations is to continue to book flights only on U.S. airlines.  The use of a U.S. air carrier is required on Department of Defense (DoD) awards even when there is an Open Skies Agreement in place.

Fly American and Open Skies are covered further in the Air Travel section of this policy.

PART 2: AIR TRAVEL

2a. TRANSPORATION TO AND FROM AN AIRPORT

Travelers should use the most reasonable and cost-effective mode of travel to airports.  Except in cases where a traveler provides a written explanation of special circumstances, travelers must use a personal vehicle to travel to and from the airport of departure.  For travel to and from the destination airport, the appropriate means of travel to the airport may include a personal vehicle, a rented vehicle, a ride-sharing service (e.g., Uber or Lyft), a taxi, or a shuttle service.  Private livery services (defined herein to mean all private vehicles for hire, except for taxi services) are not to be used by employees, students, consultants, or gratis appointments unless the traveler provides a written explanation of a special need for a private vehicle.  Acceptable special needs for a private vehicle shall be evaluated by Travel Services and may include, but not be limited to cost saving, accommodation for a health or medical concern, the unavailability of other options, or the need to transport an important University guest.  Exceptions or additional review may be granted or conducted by the appropriate Department Head, Director, or Dean subject to final review and approval by Accounts Payable.

Travelers may be reimbursed for personal vehicle mileage in accordance with this policy.  However, travelers will receive reimbursement for the difference in mileage between their trip to the airport from their home or official duty station (where the employee is permanently assigned) and their normal commute to work.  In other words, if a traveler lives closer to Bradley International Airport than to his or her official duty station, and if the traveler travels directly from his or her home to the airport, the University will not reimburse the traveler for the trip to the airport.

Travelers will not be reimbursed for airport hotel costs prior to the day of departure or after return.

2b. AIRPORT PARKING

Travelers should park at the lowest-cost parking lot.   Applicable procedures are available at: https://travel.uconn.edu .

2c. COMMERCIAL AIR TRAVEL

Employees should generally purchase the lowest commercial airfare available, but may also make reasonable allowances for practicality and preferences such as safety, scheduling and any need for special accommodations.  Travelers are strongly urged, but not required, to use the University’s contracted and preferred agency to book airline travel.  Additionally, individuals who require accommodations for reasons of health or disability may seek reasonable exceptions to this policy.  Individuals who seek such accommodations may seek the assistance of the University’s Office of Diversity and Equity.

Travelers may not insist on non-stop flights.  In determining the lowest and most practical commercial fare, the traveler should consider not only non-stop flights, but also flights with one connection (both departing and/or returning).

Travelers should purchase non-refundable tickets unless a refundable ticket is documented to be within $50 of the non-refundable ticket for the same flight.

First class air travel rates will not be paid for or reimbursed by the University.  The University will allow business class travel only on international flights with at least one flight segment exceeding eight (8) hours in duration.  All business class ticketing must be booked through the University’s contracted and preferred agency.  Business class airfare may not be charged to a federal sponsored award, and the cost in excess of the coach fare must be charged to an account other than the federal grant/contract, except when traveling coach would: (1) require circuitous routing; (2) require travel during unreasonable hours; (3) excessively prolong travel; (4) result in additional costs that would offset the transportation savings; or (5) offer accommodations not adequate for the traveler’s medical needs.  The traveler is responsible for documenting the foregoing exceptions.

Note that the “Fly America Act,”49 U.S.C. 40118, requires all University travelers to use United States air carriers for all air travel and cargo transportation services supported by Federal funds.  One exception to this requirement is transportation provided under a bilateral or multilateral “Open Skies” air transport agreement, to which the United States government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.  More information is available at http://www.gsa.gov/portal/content/103191.

Travelers should make every effort to reserve airfare as soon as practicable, in order to achieve the most cost-effective fares.  Contact the University’s contracted and preferred agency or University Business Services if you have any questions on how to secure the most cost-effective airfares.  Accounts Payable reserves the right to question unreasonable airline travel costs.

2d. BAGGAGE FEES

If there is a charge for checked baggage, the cost for the first two bags checked will be reimbursed.  Additional baggage fees will only be reimbursed if the traveler provides an appropriate written business justification for the excess baggage.

2e. UNUSED TICKETS

The University will not reimburse a traveler for an unused ticket purchased by the traveler.

2f. Charter Air Travel for Official Travel Parties

Under limited circumstances, University staff and students may use a charter airplane when it supports University business, if approved by the President or Athletic Director or his or her authorized designee.

PART 3: GROUND TRAVEL

3a. GROUND VERSUS AIR TRAVEL

A traveler may use ground transportation (vehicle or rail) for personal reasons, even if air travel is a more time- effective mode of transportation.  Under these circumstances, the cost for the ground transportation, meals and lodging, parking, mileage, tolls, taxis, and ferries may be reimbursed as long as these costs do not exceed the cost of airfare, based on the lowest reasonable commercial fare available from a standard commercial air carrier, plus transportation costs to and from the airport.

3b. RAIL TRAVEL

The University will pay for or reimburse rail travel in accordance with this policy, even if air travel is a more time- effective mode of transportation.  Business class accommodations are available for rail journeys longer than four hours.  Travelers will not receive reimbursement for first class travel rates.

3c. STATE-OWNED AND STATE-FUNDED VEHICLES

If an employee or department has a state-owned or state-funded (i.e., an automobile allowance/stipend) vehicle, the employee or department should use the vehicle for business travel whenever possible.  Charges for tolls and parking are reimbursable.

For state-owned vehicles only: further information is available from the UConn Motor Pool: https://fo.uconn.edu/departments/motor-pool/ .  Also, the Connecticut Department of Administrative Services provides a “Policy for Motor Vehicles Used for State Business”: https://portal.ct.gov/-/media/DAS/Fleet-Operations/DAS-GL-115.pdf?la=en .

For state-funded vehicles (i.e., an automobile allowance/stipend) only: when an employee uses his or her state-funded vehicle for University business, the University will reimburse the employee for their mileage, in accordance with the mileage reimbursement principles contained in this policy, at the IRS’s standard moving/medical rate, which is periodically updated and located on the Travel Services website.

3d. PERSONALLY OWNED VEHICLES

When a department authorizes an employee to use his or her personal vehicle for University business, the University will reimburse the employee at an established mileage rate, which is periodically updated and located on the Travel Services website.  Travelers will be reimbursed for trip related tolls and parking.

Travelers will not receive reimbursement for travel from their homes to their official duty stations, such as commuting expenses, unless provided under the applicable collective bargaining agreement.  In those limited cases where commuting expenses are reimbursed, the tax laws require that the reimbursement be treated as taxable income to the employee, and the University will withhold the appropriate taxes.

For the purposes of this policy, the term “official duty station” has the same meaning as his or her “tax home,” as that term is used in IRS authorities related to travel expenses.  Generally, an individual’s official duty station is his or her regular office or post of duty.  If an individual has more than one office or post of duty at the University, then the official duty station of that individual is generally the location at which the individual spends the most time.

When an employee’s official duty station is not a physical location at the University, or if the employee’s official duty station has changed from its original location, the employee may be eligible for travel reimbursements based on his or her official duty station if he or she first provides documentation, such as an employment letter or signed memorandum from his or her Department.  The documentation must be received by Accounts Payable before the reimbursement may be processed.

Travelers will not receive travel reimbursement for participation in events that are not related to their University work or activities.

Consistent with requirements of Connecticut State Agencies, it is the responsibility of the traveler to maintain automobile insurance in the minimum amounts of $50,000/$100,000 (third party liability) and $25,000 (property damage liability), if using his or her personal vehicle for business purposes.

Unless permitted by collective bargaining agreements or exception to policy, travelers will not receive reimbursement for travel on the Storrs Campus, between the Storrs and Depot Campuses, between the Storrs campus and local buildings in which University employees are housed (e.g., 28 Professional Park), or between the Storrs campus and Storrs Center.

3e. RENTAL VEHICLES

Travelers may rent vehicles from the preferred vendors (currently, Enterprise and National) for domestic travel when needed for the business trip, at the discretion of each traveler’s reporting line and/or funding source.

The size and class of the rented vehicle should be reasonable and appropriate for the number of intended passengers.  Travelers should only rent vehicles in the following classes: economy, compact, intermediate, standard, full size, mini-van, cargo van, and pick-up truck.  Travelers may not rent vehicles in the following classes without justification and approval from the appropriate Department Head, Director, or Dean and subject to review and approval from Accounts Payable: premium, luxury, small sport utility, or large sport utility.

University-contracted rental rates for preferred vendors for domestic travel already include the following insurances: collision, third party liability, and property damage liability insurances.  This coverage is required, and is available at an additional charge for international renters and young renters.  The University will not pay for or reimburse the traveler for additional insurance.  However, additional charges for GPS and roadside assistance may be reimbursed at the discretion of the Department Head, Director, or Dean subject to final review and approval by Accounts Payable.  Travelers are encouraged to obtain the authorization of their respective departments prior to incurring such additional charges.

Travelers are responsible for returning the vehicle with a full tank of fuel to avoid surcharges.  Travelers may not be reimbursed for the fuel service option, whereby a renter agrees to pay for a full tank of gas at a set price instead of returning the vehicle with a full tank of gas.

The University will not pay for penalties, fines, fees, or extra cost options not discussed above.

When a rental vehicle is needed for international travel, the University’s preferred agencies (currently, Enterprise and National) should be utilized to obtain the best rates.  For international travel, it is recommended that travelers maintain the minimum coverages for insurance through the rental company.

All efforts to secure the preferred vendor pricing for University guests are to be made by the host department.  When a guest uses a non-preferred vendor at a higher cost, a justification must be documented.  In these cases, Accounts Payable may require approval from the appropriate Department Head, Director, or Dean.

PART 4: LODGING

When overnight accommodations are required to conduct University business, reimbursement for lodging will be the actual cost of lodging at the lowest reasonable cost available, as determined by the trip’s circumstances.

4a. OUT-OF-STATE LODGING

Overnight accommodations of less than 30 consecutive nights .

Any lodging expense that exceeds the federal per diem lodging rate by more than fifty percent (excluding taxes) requires the approval of the Department Head, Director, or Dean, subject to final review and approval by Accounts Payable.  Federal per diem lodging rate can be found at www.gsa.gov/perdiem .

Exception for certain conference lodging expenses: rates for lodging provided through a conference may exceed the federal per diem rate by more than fifty percent (excluding taxes), without Department Head, Director, or Dean approval.  Travelers are encouraged to reserve conference lodging as early as practicable, and before any lodging discount offered to conference participants expires.

Overnight accommodations of 30 consecutive nights or more .

In order to secure the most cost-effective long term accommodations, when University business requires lodging for 30 consecutive nights or more, the traveler is strongly encouraged to work with the Procurement Services Department to arrange these long term accommodations.  Procurement Services will make efforts to secure long term accommodations with meal preparation facilities, which will allow the traveler the option to purchase groceries and prepare meals, generating meal cost savings.

4b. IN-STATE LODGING

Subject to prior approval from the appropriate Department Head, Director, or Dean, travelers on University business may reserve in-state lodging when the distance they are required to travel is more than 75 miles, one-way, from both their official duty station and their personal residence.  For example, if the traveler’s destination is less than 75 miles from his or her personal residence, the traveler may not reserve in-state lodging even if the mileage from the traveler’s official duty station is more than 75 miles away.

Travelers may reserve in-state lodging when attending a conference within the State of Connecticut, regardless of distance from official duty station.

4c. USE OF LOCAL HOTELS

The University recognizes that, from time to time, it may be important and in the best interests of the University to provide on campus or local lodging to certain individuals.  UConn encourages the use of contracted preferred hotels in the local area.

University Business Guests, Candidates, Recruits, and Affiliates

Lodging at local hotels can be provided to University business guests, such as candidates, recruits and affiliates.

University Employees

In rare circumstances, a University employee may require local lodging (within 75 miles of both official duty station and personal residence) in order to carry out his or her duties as a University employee. In these cases, the employee must receive prior approval for the stay from the Office of the President, the Provost, the Executive Vice President for Administration and Chief Financial Officer, or Athletic Director, based on the reporting relationship of the employee.  Please note such lodging will generally be taxable to the University employee.

4d. GROUP LODGING

“Group lodging” is defined, for the purposes of this policy, as the booking of 10 rooms or more for a specified University travel need.

Group lodging having a total cost of $10,000 or more must be arranged through University Business Services.  Business units arranging group travel in excess of $10,000 are also required to solicit competing bids from a minimum of three providers in the proximity of the travel destination.  For all other group lodging arrangements, business units are still urged, but not required, to contact the Procurement Services Department for assistance.

PART 5: MEALS

5a. MEALS FOR UNCLASSIFIED EMPLOYEES (WHILE TRAVELING)

Travelers belonging to one or more of the groups below may claim reimbursement for the actual cost of their meals incurred while traveling on University business (substantiated with original receipts) or they may claim reimbursement up to the meal per diem rates published by the GSA / U.S. Department of State.  Travelers may be required by their respective departments or business units to use a particular method.  For non-sponsored travel, if meal per diem is requested, the President, Provost, Executive Vice President for Administration and Chief Financial Officer, or Athletic Director (or their designee) has the authority to reduce the meal per diem rate requested.  Travelers requesting reimbursement for meals using the per diem method should not use their University Travel Card to purchase meals.

• Managerial and Confidential NP Plan
• Managerial and Confidential
• UConn Non-Represented (Dining Services)
• Special Payroll Employees

The maximum reimbursement for actual meal costs, including tax and tips, may not exceed the daily meal per diem, based on the meal per diem rates published by the GSA / U.S. Department of State (please note that GSA and U.S. Department of State published per diem rates include both meal and incidental components.).  The meal per diem applicable to the first and last day of travel will be 75% of the full day per diem.

Additionally, if a meal was provided, the meal per diem is reduced by the per diem applicable to the meal provided (see Section 5d below).

Travelers must use one method of reimbursement for the entire trip.

The provisions of this section also apply generally to athletic team travel.  However, due to the special nutritional needs of the University’s athletes and the demands of their training and schedules, additional meals or per diems for student athletes, if made in accordance with NCAA rules and limits, are allowable under this policy without the need for an exception or higher level approval.

5b. MEALS FOR CLASSIFIED EMPLOYEES (WHILE TRAVELING)

By statute, employees, through their legally designated representatives, have the right to bargain with the State concerning travel expenses.  Accordingly, some collective bargaining contracts may contain provisions that vary from the reimbursement policies contained herein.  For such cases, collective bargaining contracts take precedence.  For more information about what travel rules apply under what circumstances, travelers should contact Human Resources.  Travel reimbursement rates for employees in P-2, NP-5, NP-3 and NP-2 bargaining units are found within each current bargaining unit contract at: https://hr.uconn.edu/labor-contracts-unions/ .

Travelers in the above-referenced categories may claim reimbursement up to the amount defined in the appropriate bargaining unit contract, less any meals provided and/or any amount funded directly by the collective bargaining unit.

All expenses are only eligible for reimbursement based upon funding.  Departments are still allowed to request that travelers hand in receipts in order to limit expenses.

5c. MEAL EXPENSES FOR SINGLE-DAY TRAVEL (NO OVERNIGHT)

Unless otherwise provided under Collective Bargaining Agreements, travelers who are required to travel for University business without an overnight stay may be eligible for meal reimbursement if the traveler is away from his or her home and official duty station for more than ten hours and the reimbursement requests are occasional and non-routine.  Consistent with IRS guidance, such reimbursements will be treated as taxable income to the employee and will be included in the employee’s W-2 wages.

In these instances, the actual meal expense or per diem cannot exceed 75% of the GSA per diem rate in effect for the destination of travel.

5d. CONFERENCE AND OTHER MEALS PROVIDED

All travel related to conferences (also called seminars, workshops, retreats, conventions, etc.) must have itineraries/brochures attached to the expense report relating to the conference.  At the time of pre-approval, travelers must provide a description of the conference details, including dates and subject matter of conference.  If available, a conference brochure should be attached.  Conferences frequently provide meals to attendees as part of the registration fee.  The traveler is generally not entitled to a meal per diem allowance or actuals for meals that are provided as part of the registration fee.  The same is true for any meetings or group travel event in which a meal is provided or where the traveler has been included on a list of attendees for a business expense, or where meals are provided complimentary as part of the transportation or hotel accommodation.  See section 5a above.

5e. BUSINESS MEALS

From time to time, it is necessary to the interests of the University to host or provide meals to University guests such as job candidates, visiting scholars or donors.  Likewise, a meal may be an essential or important part of an event, such as a conference or workshop, which is conducted by the University.  All meals, other than those provided to an individual travelling on University business, must qualify as a “business meal” under the requirements of this section, in order to be provided or reimbursed by the University.

As a public agency, the University has an obligation to students, taxpayers and benefactors to use all of its funds as prudently as possible.  Therefore, all employees and individuals with authority to request, control or approve University funds, including but not limited to travelers, shall use their best judgment in applying those funds towards business meals only when justified with a business purpose and a clearly identifiable benefit to the University.  The act of requesting, using or approving a business meal constitutes an individual’s official determination that, to the best of such individual’s knowledge, the expense was actually incurred, is justified by a business purpose, and serves the best interests of the University.

The University’s policy of paying or reimbursing for business meals is subject to the following general rules:

• University employees are generally responsible for paying for their own meals when they are not traveling.
• University funds may not be used for meals at social functions, such as parties or summer outings, attended entirely or primarily by University employees and/or their personal guests.
• The number of University-affiliated persons (employees and spouses, where appropriate) attending business events (including meals) with University guests should be limited to those essential to the University’s business
• University funds may not be used to purchase alcoholic beverages.
• In most cases, business meals may not be charged to sponsored awards (the responsible OVPR, SPS Grant Manager may provide more information or grant exceptions where appropriate). See section 1g.

See also the University’s policy re: “Use of University Funds for Gifts, Social Functions, Sponsorships & Donations.”

Meals between faculty/staff and students, while allowable when there is a business purpose, should be infrequent.  In addition, Departments may purchase group business meals when a group meal is essential to the effectiveness and efficiency of the meeting.  This is especially the case when multiple Departments are called together for a substantial meeting, or when stopping the meeting to allow employees to leave for a normal meal would be disruptive and inconvenient for the University.

For the avoidance of doubt, this policy shall extend fully to business meals that are paid for by interdepartmental transactions, such as meals purchased through Dining Services.

While the University does not require written pre-approval for business meals, University staff are strongly encouraged to obtain written departmental approval before incurring any business meal expenses.  Individuals who incur business meal expenses without the approval of their departments bear the risk that their expenses will not be reimbursed.

For all business meals, including group meals, organizers should limit attendance to essential guests only.  Without proper justification, the University will not reimburse expenses for spouses, partners or non-essential guests.  Further, the number of University-affiliated persons (employees and spouses, where appropriate) attending business events (including meals) with University guests should be limited to those essential to the University’s business.  Under no circumstances may the cost of the meal for each guest (including taxes and tip) exceed three times the appropriate GSA or U.S. Department of State Per Diem meal amount for the location.

For purposes of this policy, business meals shall not include refreshments, such as snacks or nonalcoholic beverages, which are made available to guests outside of the context of a meal.  Such refreshments may be provided in appropriate business contexts, provided that the cost of providing refreshments, when combined with any meals served, is less than the applicable GSA or U.S. Department of State meal rate (inclusive of incidental costs, such as set up, delivery, and service charges).  For example, refreshments provided before a morning meeting at the Storrs campus cannot exceed the allowed breakfast per diem expense.  Refreshment transactions must also be justified by a business purpose and require the attendee list, and per person breakdown before the costs may be paid or reimbursed.

Note that the provisions in this section shall not be construed as to supersede the provisions of any collective bargaining agreement.

5f. GRATUITIES

Reimbursement for actual meal gratuities will be limited to 20% of the meal cost.

Incidental expenses

Travelers using the actual expense method will be reimbursed for incidental expenses (gratuities for baggage handling, maid service, etc.) not to exceed the published GSA or U.S. Department of State Incidental Expense per diem amount.

Other Gratuities

Gratuities for other travel services, including but not limited to taxis and rideshare, are reimbursable at a rate not to exceed 20% of the cost of the service.

PART 6: OTHER EXPENSES

6a. REGISTRATION FEES

Travelers may use University funds to pre-pay conference registration fees.  Alternatively, travelers may be reimbursed for registration fees.  Travelers are encouraged to reserve conferences as early as practicable and in time to secure any early booking discounts.

Sometimes meals, hotel accommodations, or additional fees for other goods and services may be included in a registration fee.  Travelers will not be reimbursed separately for these—that is, travelers will not be reimbursed twice for the same thing.  See Sections 5d and 5e for further details on meals provided with conference registration and business meals.

6b. TELEPHONE, INTERNET, COMPUTER, AND FACSIMILE CHARGES WHILE TRAVELING

Charges for telephone calls made for University business while traveling are reimbursable, unless the employee has a University issued cell phone or cell phone stipend that includes a voice tier option.

Travelers may receive reimbursement for charges for internet access, use of a fax machine, use of a computer, and other similar business services while traveling on University business.  Translation charges are also eligible for reimbursement, provided however, that the traveler must additionally provide a documentation establishing the charges as having actually been paid (e.g., a credit card statement).

6c. FOREIGN CURRENCY RATES

Travelers will be reimbursed for expenses paid in foreign currencies, and for currency exchange fees, based on the exchange rate for the date marked on their receipts.

6d. PRESCRIPTIONS AND MEDICAL EXPENSES FOR INTERNATIONAL TRAVEL

When preparing to travel internationally on University business, travelers are eligible to be reimbursed for any out- of-pocket medical expenses related to the trip such as prescriptions, vaccinations, medical co-pays or additional insurance costs.

Policy History

06/30/2021 Minor revisions – Approved by Board of Trustees

4/29/2020 Approved by Board of Trustees

12/1/2017 Approved by Board of Trustees

7/1/2015 Approved by Board of Trustees

11/1/2012 Approved by Board of Trustees

3/24/2008 Approved by Board of Trustees

Travel & Entertainment Policy

The purpose of the Travel and Entertainment (T&E) policy is to provide the college community with broad guidelines to ensure only reasonable and necessary expenditures for authorized business, travel and entertainment are incurred, documented, and paid for by the college in conformity with applicable laws, acceptable practices and common sense. In some cases, departments may impose more restrictive guidelines than those set forth in this policy.

Eligibility

This policy and all its documentation requirements apply to all employees and non-employees, e.g., trustees, volunteers, consultants, guest lecturers, interview candidates, et al. regardless of the particular source of funding.

Requirements

The Internal Revenue Service imposes the following requirements on reimbursement of business expenses: 1) there must be a business reason for the expenses; 2) the individual must substantiate the expenses; and 3) the individual must return to the employer or organization any amount advanced in excess of the substantiated expenses.

Exceptions to this policy (not otherwise covered by laws, grants or contractual commitments) may be made on an individual basis, but require the travelers to obtain written pre-approval from the controller, who may consult with the appropriate member of senior staff. A copy of the pre-approval must be attached to the pertinent expense report(s).

Specific provisions that the college has accepted in sponsored program agreements will govern travel and other expenses on those awards and take precedence over the college's Travel & Entertainment Policy.

For travel and entertainment expenses to be paid or reimbursed, they must be properly accounted for on the applicable form, with the business purpose stated and proper supervisory approvals obtained. Approved requests for payments, reimbursements, and settlement of travel advances must be submitted to the Disbursements Office within a reasonable period of time, normally within 30 days of the completion of the travel, but not to exceed 150 days. All expenses must be documented, including any prepaid expenses.

The reimbursement form must contain all pertinent information: travel dates, purpose, destinations, fund, the individual account and organization codes, and appropriate authorization signatures. Be sure to identify the individual as a U.S. or a non-U.S. citizen. If the individual is a non-U.S. citizen, see Travel & Entertainment Policy for Nonresident Aliens .

Travelers must sign the forms to certify to the best of their knowledge that the information contained on the Expense Reimbursement form is accurate and that all claimed expenses were allowable and incurred in the conduct of official College business. If the traveler’s signature cannot be obtained due to extraordinary circumstances, the form may be processed with the departmental authorizing signature, provided that an adequate explanation is attached. Thus, an e-mail request or a memorandum for the record of the phone call from the spender/traveler may be used in lieu of the original signature.

Foreign Currency

Expenses incurred in a foreign currency must be converted to U.S. dollars by the spender/traveler. The exchange rate at the time the expense was incurred and the U.S. dollar equivalent must be provided on all receipts. Written documentation must include the exchange rate and date. This may be in the form of a receipt of currency exchange, credit card statement with exchange rate listed, etc. If expenses in foreign currency are paid by credit/charge card they may take a longer time to appear on the individual's statement. In this case, the individual should account for all expenses using estimated rates, but may later request an adjustment for foreign items by submitting the charge card statement.

Responsibilities

• Responsibility of Travelers
• Responsibilty of Supervisors
• Responsibility of the Controller's Office

College funds must be spent prudently. Travel and entertainment expenses will be paid or reimbursed by the College if they are reasonable, appropriately documented, properly authorized, and within the standards of this policy. Individuals who incur authorized expenses should neither gain nor lose personal funds as a result.

Individuals are responsible to follow College policies as respects to reporting of any accidents or other incidents that may result in a claim to the College. Failure to promptly report all accidents or incidents may result in disciplinary action.

The responsibility for review and approval of all College business, travel and entertainment expenses generally rests with the supervisor who is fiscally responsible for the account to which the expenditures will be charged. That supervisor may delegate authority to review and approve expenditures (except for their own - see note below) and to certify that funds are available to pay them, providing such delegation is communicated in writing to Accounts Payable.

It is the responsibility of the approving party to be familiar with the need for the business, travel and entertainment expenses and to be satisfied that they have been reported in a manner consistent with this policy. Such matters as requests for reimbursement for airfare when boarding has been denied, "no show" hotel charges, room service, etc. must be carefully evaluated on a case-by-case basis by the person approving or disapproving the expense.

Note: Travelers may not authorize reimbursement of their own business, travel and entertainment expenses or those of peers. Also, employees may not approve T&E expenses for an individual to whom they report.

• Reviewing forms and attachments for completeness, accuracy, reasonableness, and compliance with government regulations and College policies
• Verifying that funds, organizations, and accounts are correct and ensuring the appropriate recording of costs incurred;
• Returning forms to employees when items appear unreasonable, incomplete, personal in nature, or violate government regulations or College policies;
• Maintaining auditable records of travel expenses;
• Processing balances due to/from vendors and individuals;
• Monitoring to ensure that advances are cleared in a timely manner;
• Verifying required approval signatures
• Ensuring proper tax treatment of taxable income items and compliance with IRS regulations.

Note: The above does not relieve the traveler or supervisor from their obligations under this policy.

Reimbursement Policies

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The College does not have an "official" travel agent. If you work with a travel agency, they simply need to be sure they are getting the best price.

When attending a conference or meeting, employees should check the group airfare rate negotiated by the sponsor before booking through a travel agent. Often, these group rates are quite a bit lower than fares that can be obtained directly from the airlines or through a local agent.

All efforts should be made to obtain the lowest coach fare available. This usually requires 14 to 30 days notice and a non-refundable ticket. In the event a non-refundable ticket has to be canceled, the airlines usually charge a fee and issue a credit, which has to be used by that individual within the year.

The last page of the airline ticket (passenger receipt) must be retained and submitted as the receipt for the trip. For electronic tickets, please submit the web page receipt or confirmation letter that is mailed to the employee. (This letter lists itinerary and amount charged to credit card.)

The employee may retain frequent flier miles; however, an employee should always travel on the least expensive airline, not the airline with which they have a frequent flier account. If an employee uses frequent flier miles, personal credit vouchers, etc. to pay for business travel they cannot be reimbursed for it.

Saturday night stay

When the savings generated by traveling and staying over a Saturday night exceed the cost of lodging and meals for a pre- or post-business period, the College encourages the employee to make the Saturday night stay. Entertainment and other personal expenses (including health club fees) incurred by the employee during this period, or at any other time, will not be covered by the College.

International Travel

The College will reimburse for the cost of coach transportation. A member of Senior Staff must approve any upgrade to business class. The College will reimburse employees for currency exchange charges. Employees are encouraged to pay for meals, hotels and purchases on their corporate credit card as the cards often offer the safest and most economical exchange conversion.

The following should be considered before renting a car:

• Availability of hotel shuttle services and taxi cabs;
• Airport transfers (included at some hotels);
• Proximity of hotel to destination;
• Number of travelers (car sharing);
• Length of stay; and
• No-cost upgrades.

Justification for any car rental must be provided. Travelers will not be reimbursed for specialty rental vehicles (e.g., luxury, sports utility, and convertible).

Travelers must comply with all applicable local, state, federal, or international laws and regulations pertaining to the operation of a motor vehicle. Refer to the Travel Insurance section (page 12) for important information regarding the purchase of Collision Damage Waiver Insurance for rental vehicles. Unless a prepaid gas option is used, rental cars should be returned with a full tank of gas to avoid costly refueling charges and surcharges.

If you rent a vehicle while working on behalf of the College (including unpaid or volunteer work), you should rent the vehicle in the name of the College and your own name. This means that you should sign both your name and "Smith College" on the rental agreement. The College's Auto Policy will then respond as if the rented vehicle is an "owned" vehicle, so you should consider whether it is necessary to accept liability and collision insurance, unless your department has specifically decided to purchase the collision waiver in the U.S. or Canada OR you are renting outside the U.S and Canada. Never rent a vehicle valued in excess of $30,000.

It is important to inspect any rented vehicle before driving it. Make sure any dents, scratches or other damage to the vehicle are noted on the rental form. Otherwise, the College may have to pay for damages you did not cause. Departments may be required to contribute to deductible amounts for at-fault accidents.

Any employee involved in an automobile accident while using a rental vehicle on College business must contact the Controller x2200 as soon as reasonably possible.

Other Transportation

Travelers should use taxis or public transportation in metropolitan areas to realize greater savings and convenience (e.g., New York, Boston, Washington, Chicago, etc.).

Reasonable expenditures for local ground transportation to and from airports, railroad stations, hotels, meeting places, and business appointments are payable or reimbursable by the College. Parking fees and tolls are reimbursable whether a rental or personal car is used. Commuting costs are not reimbursable.

Use of Personal Vehicle

If a personal vehicle is used, the traveler is eligible for mileage reimbursement, which recognizes the cost of gas, oil, normal wear and tear, and insurance. The College reimburses actual mileage at the college’s annual reimbursement rate, which is usually equal to the standard IRS approved mileage reimbursement rate. See the Office of the Controller website for the rate applicable to the date of travel.

The College will reimburse transportation costs to the extent such costs exceed the normal daily commute to the office. Please note that an employee will not be reimbursed for traveling within the Northampton area or to any of the other four institutions within the Five Colleges Consortium or the Five College office in Amherst. To obtain reimbursement, an Expense Reimbursement Report form must be completed stating the destination and actual mileage traveled. Mileage reimbursement may not exceed the cost of available alternate transportation, i.e., the reimbursement for mileage should not exceed the lowest train or airfare available. In cases where the employee elects to drive rather than travel by plane or train, the lower of the available alternatives will be reimbursed to the employee.

When you drive your own car on College business, your own insurance policy serves as a "primary" policy for third party liability and physical damage to your vehicle. This means that if a claim arising out of an accident exceeds your policy limits, then the College's policy will cover the accident in excess of your policy. For example, if you carry $20,000/$40,000 liability insurance, and injure a pedestrian severely, resulting in over $100,000 of medical bills, your policy would pay the first $20,000 of the claim, and the College policy would respond for the balance of the claim.

If your vehicle is damaged as a result of an accident, whether it is your fault or not, your comprehensive/collision coverage would respond. You are responsible for any deductible amounts under your policy. If you do not carry any collision insurance, then the entire amount of the damage is your responsibility. Neither the College nor the College's Insurance will pay for any physical damage to your vehicle - you use it at your own risk. Mileage reimbursements are designed to include an incremental cost for insurance and deductibles.

Any employee involved in an at-fault accident which results in bodily injury to third party while using a personal vehicle for College business travel should contact the Controller, x2200 as soon as reasonably possible.

Spouse/Family Accompaniment

The College will not process travel advances, authorizations, prepaid expense requests, wire transfers or payment/reimbursement of business, travel or entertainment expenses for spouses or family members who accompany College employees or students on College business except in those unusual circumstances which require their presence. The appropriate member of Senior Staff must approve any unusual circumstance in advance in writing. Should a spouse or dependent be approved to accompany an employee on College business, reporting of expenses must follow this policy.

When a spouse or family member(s) for personal reasons accompanies a traveler, the College will only reimburse the traveler for the cost of a single room.

Note: Junior Year Abroad Directors should refer to their policy incorporated here by reference.

Travel & Entertainment Policy for Nonresident Aliens

All payments involving non-U.S. citizens must be approved by the Payroll and Disbursements Office and must include a social security number or an individual tax identification number (ITIN). Visiting foreign scholars, nonresident alien contractors, nonresident alien employees and others performing personal services must submit the general documentation required by this policy along with the additional forms required under the next paragraph. Under no circumstances should an agreement or document be signed unless the payee's status is determined for tax and other regulatory purposes.

If reimbursement is being requested (via check, wire, or other means) and receipts (converted into U.S. currency), approvals, etc., are adequate, withholding will not be required (i.e., the business-related reimbursement income will not be treated as taxable).

If a department desires to make a payment directly to a third party, such as to a travel agency, airline, hotel, credit card company, etc. on behalf of a nonresident alien, prepayment approval from the Payroll and Disbursements Office must be obtained.

Payment Methods

Following are the various methods of payment for official College business, travel and entertainment expenses. The payment types may have restrictions as to their use.

Corporate Card

College employees who travel on college business frequently (two or more trips per year) are encouraged to obtain a Corporate Card and to use the card for expenses associated for authorized business travel and entertainment. The charge card is issued to individual travelers jointly with Smith College. It is to be used only for reimbursable expenses incurred in connection with official College business, and it is the sole responsibility of the cardholder to pay all bills in a timely fashion directly to the Corporate Card company. The Corporate Card may not be used for personal purchases under the terms of the application submitted by the employee. Also, the Corporate Card may not be used to purchase goods and services that require a College purchase order or Procurement Card. The College will not remit payment directly to the Corporate Card company. Reimbursement is issued to the employee, provided proper documentation has been submitted and all expenses are approved.

Regular travelers should contact the Office of the Controller (x 2200) for a Corporate Card application. Where the Corporate Card is not accepted, travelers are expected to exercise good judgment in determining the proper means of payment.

The Corporate Card is the property of Smith College and must be surrendered upon termination of employment. Cancellation of the Corporate Card account is at the discretion of the issuer or the Controller. Corporate Cards for closed accounts must be cut in half and returned to the Office of the Controller. Employees must immediately notify the Corporate Card company and the Office of the Controller (x 2200) when a Corporate Card is lost or stolen.

Personal Charge Card or Cash

Business, travel and entertainment expenses may be paid with a personal charge card or cash. For reimbursement, please submit these expenses with receipts on the proper form as indicated in the Expense Reimbursement Report section.

Travel Advances

Travelers are eligible for advances of $50 per day up to a maximum of $250 per week for reasonable out-of-pocket travel expenses.

Travelers may receive advances in the form of a College Accounts Payable check to be issued less than two weeks prior to travel. Allow at least five working days for check preparation. Travel advances must be accounted for on an Expense Reimbursement form, as detailed in the Expense Reporting section. Failure to account for travel advances within the required time frame may result in the following outcomes:

• Income tax consequences;
• No future travel advances being granted to the individual; and/or
• For students, the College will post charges to the student's bill.

Prepaid Travel Expenses

These are paid directly to outside vendors from the departmental budget and are paid in advance by the College on behalf of the traveler. To prepay expenses, send a completed Accounts Payable Voucher form to Accounts Payable or the Disbursements Office. Include a copy of pertinent conference registration form, hotel bill, or other appropriate documentation. Prepaid travel should be reported on the T&E form as having been prepaid. For travelers who purchase airline or rail tickets well in advance of a scheduled trip, the traveler may wish to submit these expenses for reimbursement prior to traveling. Documentation must include the original itinerary, a copy of the ticket or other original document, and the original credit card or other receipt.

Wire Transfers

These may be useful for group travel. Contact the Office of the Controller at x2200 for detailed instructions.

Procurement Card

Please contact the Purchasing Office.

Documentation

Individuals incurring business, travel and entertainment expenses are required to substantiate all payments generally by submitting dated original receipts with the proper form and explanations.

If an expense is partially covered by an organization other than the College, duplicate copies of the receipts may be submitted by attaching a copy of the request for reimbursement submitted to the other organization.

An individual incurring expenses who loses a required receipt should seek a duplicate or faxed copy from the originator. When an acceptable duplicate cannot be obtained, the employee should submit substantiation in other ways, such as an expense diary, etc. An explanation of why a receipt was not obtained at the time of the transaction and the efforts afterward to obtain the missing documentation would be helpful. The Controller's Office may request further explanation, documentation, and has the final decision on the acceptance/rejection of any such expenses.

Expenses will be reimbursed only if incurred during the conduct of authorized business activities. All of the following information must be supplied for reimbursement:

• The date, amount and business purpose of the activity;
• Identification of all those in attendance;
• The business relationship(s) of the person(s) attending;
• The establishment where the activity took place; and
• The appropriate approval signature.

If the above information is not supplied, the IRS may require that the expenses be added to the traveler's taxable income regardless of amount.

Travel Insurance

Business travel insurance.

All College employees are covered in case of accidental death or dismemberment while traveling on College business.

Workers Compensation Insurance

If you are injured while working on a business trip, you are covered for medical expenses and lost wages by Workers Compensation Insurance. Contact Human Resources as soon as possible to file an accident report, and obtain further instruction. Failure to promptly report an injury may compromise your claim. Injuries sustained while not working, though you may be away from home on business travel, are not covered by Workers Compensation Insurance. If there is a question on this, as respects a specific incident, contact Human Resources for clarification.

Flight Insurance

If a traveler believes that other travel or flight insurance is needed (for example, the trip has a complex itinerary of several flights through several countries with a high risk of strikes and cancellations) the need and coverage should be approved in advance by the department head. Otherwise, in general, expenses for trip insurance will be the responsibility of the traveler. 

Collision Damage Waiver Insurance (Rental Car)

In the U.S. and Canada, travelers should consider purchasing the Collision Damage Waiver (CDW) or Liability Damage Waiver (LDW) insurance offered by car rental agencies because the College's insurance carries a $1,000 deductible. All basic insurance, including collision damage MUST be purchased on all rentals in foreign countries other than Canada.

Personal Accident Insurance (PAI)

The College will not reimburse travelers for PAI or other liability insurance offered by domestic rental car agencies, because the College provides coverage.

Personal Automobiles

College employees using personal automobiles to travel on official College business must maintain adequate liability insurance for their protection and for the protection of any passengers.

Other Personal Property

The College will not be responsible for loss or damage to personal property while an employee is traveling on official College business. College Property: The College has transit coverage on all its property, with a deductible of $10,000, and a limit of $250,000.

Contact Accounts Payable

College Hall 103 Smith College Northampton, MA 01063

Phone: 413-585-2229 Email: [email protected]

Supplier Onboarding Email:  [email protected]

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The complete guide to corporate travel policies

Corporate travel policy (+ free template).

Start writing your own corporate travel policy with our comprehensive template

What’s inside our travel policy template.

• Introduction
• Travel booking process
• Expense categories
• Non-reimbursable purchases
• Expense reporting and reimbursement process
• Travel support, safety and duty of care

Section 1: Introduction

Section 2: travel booking process.

• How to book travel – What is your approved process, method and/or platform for booking business travel? If your company use a platform to enable travelers to book within policy , include the name of your approved booking platform. Otherwise, write out the name and contact details of the company or person they’re supposed to contact in order to request a booking.
• Approval process for senior management - the approval process for c suite and senior members of staff will likely differ from that of other employees. Senior management might require approval from an executive, and executives might require sign-off from other c suite members. All of this must be included in your policy.
• Use of loyalty programs – Many companies don’t allow travelers to collect points for their personal loyalty programs. But if you trust your travelers to do the right thing, you can allow this and include a line in your policy like “Employees may not choose more expensive options only to get loyalty points.”
• Leisure extensions – Sometimes business travelers want to extend their trip into the weekend, or use up some of their vacation days. You should include rules around leisure extensions (or “bleisure”), such as what cost difference is allowable for return flights. It's important to outline what expenses you will cover and what you consider "personal expenses" for "personal travel". Make clear that these are additional costs that do not fall within the ambit of business expenses under your travel policy.
• Traveling with non-employees - travel expenses related to travel with spouses, family members, pets or anyone outside of the company are not normally eligible for reimbursement. These situations can be subject to approval if they are accompanying staff members for business reasons such as attending a conference or for a networking event.

Section 3: Expense categories

Here’s the information to include in each expense category:.

• Approved tool or method for booking
• Preferred vendors (if any)
• Rules on whether or not business class is allowed, such as for flights over a certain duration, or flights taken by employees of a certain seniority level. Highlight whether travelers should go in economy class or business.
• How many days in advance international flights must be booked
• How many days in advance domestic travel must be booked

Accommodation

• Maximum nightly rates per city for hotel rooms
• Preferred vendors and negotiated rate details (if any)
• Rules on standard rooms and upgrades, for example standard rooms are required but room upgrades are allowed if offered at no additional charge
• Reimbursable hotel costs, such as parking
• Rules for booking Airbnb or apartment rentals

Rail travel

• Type of train ticket allowed, such as economy

Taxis and ride-sharing

• When taxis and ride-sharing is allowed, for example when public transportation isn’t viable
• Maximum amount per transaction

Rental and personal car

• Type of rental car class allowed, such as compact or mid-size
• The number of employees expected to share a rental car when traveling together
• How much is reimbursed per mile or kilometer

Conferences & events

• Expense reimbursement process for conference or event registration in cases where it was not pre-paid.
• Process for other conference or event related expenses such as business meals or anything not included in the registration cost.

Food, travel and entertainment

• Reimbursable amount, per breakfast
• Reimbursable amount, per lunch
• Reimbursable amount, per dinner
• Alternatively, a daily maximum or per diem
• Personal meal expenses throughout their trip
• Rules for business meals, such as who approves the amount
• Rules for client entertainment expenses, such as what is allowed

Personal telephone usage

• Cell phone bill amount or percentage that is reimbursable during the weeks that the employee travels. Clarify whether calls for personal reasons will be covered by your company.
• Whether or not personal phone damages or theft are reimbursable during business travel, and if so up to what amount?

Section 4: Non-reimbursable purchases

• In-flight purchases, not airfare
• Excess baggage fees
• Childcare, pet care, and pet boarding
• Costs for family members joining travelers on their trip
• Toiletries or clothing
• Airline club memberships
• Minibar purchases or bar bills
• Laundry or dry cleaning
• Parking fines or traffic violations
• Airline ticket change fees
• First-class rail transportation
• Premium, Luxury or Elite car rentals
• Movies, online entertainment or newspapers
• Spa and health club usage
• Flowers, sweets and confectionery
• Room service
• Additional beds or bedding
• Damage to personal vehicles
• Rental car company insurance

Section 5: Expense reporting and reimbursement process

• What tool to use for expensing
• What items do not need to be added in the expense tool, for example if a trip is booked with your approved booking tool
• Who to submit expense reports to
• What to include in reimbursement requests, such as original receipts
• Deadline for submitting reimbursement requests
• Typical processing time for receiving reimbursement

Section 6: Travel support, safety, and duty of care

• Tracking travelers’ whereabouts – Use this opportunity to let travelers’ know that when they book using your approved method or tool, their trip is tracked. In the event of an emergency, steps will be taken to evacuate them. If you don’t know where they are, you can’t help! Include the name of your approved tool, and what they should do to ensure their trip is accurately tracked if they must book outside of it for a valid reason.
• Travel support – In case of trip cancellations, changes, etc., who should your travelers call? Include contact details for your travel support provider, including phone numbers, email addresses and whatever applies. If there are multiple numbers based on region or language, include those as well.
• Support for emergency needs – In this sub-section, include your duty of care vendor (if you have one) and your travel insurance policy details. Also include the employee name or vendor name they should contact in the event of an emergency.

How to implement your travel policy

• Customize – Customize and finalize the travel policy template. Work with stakeholders to make all of the necessary edits and customizations to the policy; collect all details like travel insurance, nightly rates, etc.
• Automate – Update your automated travel policy. Create or update an automated travel policy so travelers and/or admins can book within policy all the time.
• Deploy – Roll out changes to employees. Depending on the size of your company, roll out your new policy document and automated policy to all employees or an initial subset.
• Listen – Collect feedback on the new policy. Get feedback from employees on the clarity of your travel policy, as well as the ease-of-use of your approved tools and automated policy.

How to improve corporate travel policy compliance

How to improve travel policy compliance with travelperk.

• Is your policy outdated? This could be down to changes within your organization or simply that your current policy isn’t being adhered to. Maybe it’s time to revisit and revamp your policy.
• Monitor your compliance issues. Use travel management software that monitors your policy compliance and use that data to help you understand the reasons behind the barriers you’re facing.
• Self-booking improves policy compliance. Your preferred booking tool plays a role here too. Make use of one that allows your team to book the business trip they want within your policy to avoid confusion and breach of policy.
• Choose an easy-to-use booking tool. Your employees aren’t going to want to use software that is difficult to use, offers little to no support, and has limited options.
• Build your travel expense policy into the booking tool. By doing this, you create an automatic system that allows or rejects different types of travel arrangements based on your business needs.

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Summary of Documentation Requirements PDF

Documentation requirements for business travel & entertainment reimbursements per Business and Finance G-28 and BUS-79

Travel and Entertainment (T&E) Updated Reimbursement Requirements

Important! Updated submittal deadlines for your reimbursements with tax implications.

Travel and Entertainment Quick Tips PDF

A short reference guide of the most important policies you need to know for travel and entertainment.

Quick Reference Guide - Entering COA Segments in Concur

When creating request and expense reports in Concur, you will be required to enter certain segments of your Chart of Account (COA).

UCOP Travel and Meeting Expense Guidance COVID-19 PDF

This document is effective April 1, 2020 until revoked and is specific to travel and other cancellations related the COVID-19 situation.

G-28 Travel Policy Changes October 2017

Important! New reimbursement limits for business travel effective October 15, 2017

Car Rental Tips and Policy Guidance PDF

A reference guide for UC business travelers booking rental cars via the Connexxus booking portal.

Calculating business mileage PDF

How mileage and ground transportation reimbursements are calculated for UCOP travelers

UCOP Procedures for Meals at Meetings PDF

A flowchart to help determine whether food is allowed at meetings hosted by UCOP.

The complete guide to corporate travel policies 

The business travel policy guide you’ve been waiting for .

Creating a business travel policy for employees can feel really daunting. You don’t want to just throw something together and hope for the best, but it feels impossible to anticipate every possible scenario. The truth is your policy serves as more than a rule book; it's a guide to better decision-making about your corporate travel program and can save you a world of headaches down the road. 

Introduction

What is a travel policy .

• Why do you need a travel policy?
• How to create a travel policy

What to include in a travel policy 

• Travel policy best practices
• How to promote travel policy compliance
• When to review and update your travel policy
• Final thoughts

When it comes to company travel, a travel policy brings it all to one place. It acts as an influencer for travelers to make the most cost-effective choices, an important visibility tool for your managers and HR department, and it protects your people if it’s done right. 

If you’re new to business travel or haven’t looked at your travel policy in a while, we’ll start with the basics and then move into the nitty gritty of corporate travel policies. We’ll touch on a few best practices for writing a travel policy, what to include, and offer plenty of resources along the way. 

Ready to get cracking? Let’s go! 

A travel policy is a guide for business travelers to follow that outlines: 

• How, where, and when to book 
• Approved technology for travel management 
• Preferred suppliers for air travel, land travel, and accommodations 
• Approvals process for out-of-policy bookings 
• Trip extensions and personal travel 
• Expenses and what is covered or not covered 
• Reimbursement processes 
• Business travel insurance information 
• Emergency procedures and contacts 

Your company’s travel policy should reflect your company culture and values, be supportive of your travelers and their needs, and protect your company from unforeseen circumstances. It acts as a central document that guides your team to the processes of embarking on company business travel, from start to finish! 

While you might hear a few grumbles and groans around the words “policy” or “process,” don’t worry! A travel policy does not need to be rigid and inflexible. 

Do your travelers prefer to book on their own? Don’t take away their autonomy. They can still self-book, you’ll just provide them with a better tool and way to do it more efficiently. 

Do your people feel prepared for any event that can cause a travel hiccup? With a travel policy, you can give them clarity and help them feel more prepared when traveling for business purposes. 

Why do you need a travel policy? 

Your travel policy is an extension of your travel program and company culture. It’s the glue that holds your travel program together – from approvals, expenses, booking processes, and emergency contacts. 

Having a travel policy helps you: 

• Control travel costs 
• Determine how reimbursement works 
• Compile a list of trusted and approved travel vendors 
• Manage an employee’s travel experience and safety 
• Cut rogue bookings – and simplify approvals 
• Budget, report on travel expenses and activity and reconcile bookings 

It’s a roadmap or guidebook that your travelers can reference when they’re booking their own travel if they run into a tricky situation abroad, and it helps provide clarity around processes. 

As a company though, your travel policy helps centralize your travel program, makes data and tracking more accurate and easier to navigate, and it saves time and money (including on expense management). Plus, if you take the time to craft your policy in an intentional and inclusive way, you’ll have a policy your travelers are happier to follow. 

How to create a travel policy for employees 

• Determine business travel guidelines 
• Create a travel policy that puts your people first 
• Set reasonable budget limits 
• Simplify the process of expense claims 
• Adopt a user-friendly all-in-one travel platform 

Once you’ve read through our tips, be sure to download our free  travel policy template  so you can get started on creating a travel policy of your own! 

1) Determine corporate travel guidelines 

When you take the time to create a policy that meets the needs of your business, you are making sure that your travelers are safe, costs are controlled, and you’ve made every business trip count. 

Start by looking at what types of travel are allowed and the reason for each trip. 

If you have team members traveling all over the globe, you might want to set some extra safety measures. You should also decide if there will be restrictions on the type of ground transportation used or where employees can stay. 

Create a process for booking flights, hotels, and other ground transportation needs. How far in advance should they be booking? Do different rules apply based on the traveler’s position? Who is the point of contact for bookings and other travel questions? 

Making sure to include your company’s travel insurance info is also important. Make sure to note if your policy covers medical expenses and/or any losses due to cancellations or delays in transportation services due to factors outside an employee’s control. 

Do you have a policy for reporting and documenting expenses? This includes having a system in place for claims (like meal expenses) and a reimbursement process, so your team can easily get their money! 

2) Create a travel policy that puts your people first

You’ve heard the term “duty of care” before, so it’s important to create a corporate travel policy that puts traveler safety and accessibility needs first. You’ll need to define and assign the roles and responsibilities of everyone involved, including a travel manager, if you have one. 

Set up an emergency plan and provide access to traveler safety information. Determine who is the emergency contact (your TMC?) and how to get in touch. Do they have 24/7 emergency support available by phone or chat? What about email support? 

Invite your HR department, the travelers themselves, and your DE&I manager into a discussion to find out what needs your team has as individuals, what hiccups they face when traveling, and what holes exist in your travel program that make it difficult to navigate. 

Working with a TMC is a great way to ensure travelers are kept safe before and during their trip.  

3) Set reasonable budget limits for business travel

You have a budget you need to adhere to, but is it realistic? Setting reasonable budget limits is key to an effective policy. 

Your budget should account for all travel-related expenses, including airfare, accommodation, meals, and ground transportation. And once you’ve set your budget, you can determine reasonable costs for hotels and accommodation, ground transport, flights, and more. Build these caps into your  travel booking software  to help travelers stay within the set parameters, which will later help with accountability. 

It's important to set clear rules on what the company can pay back and what types of expenses are out-of-pocket. 

If you’ve set a maximum daily rate for meals on work trips, it's crucial that travelers understand the limit before racking up additional charges. Requiring receipts can also help keep track of employee spending and make sure they're not going over budget. 

By working with a  travel management company  like Corporate Traveler, you can review your previous year’s expenses and find where you can optimize or make changes based on market changes. 

4) Simplify the process of expense claims 

If you're unfamiliar with how to write a travel expense policy, creating a simple process for claiming expenses is key to getting your team on the same page. Do you have access to a payment system that pays for the majority of expenses at the time of booking? This could be a good way to save time and stress down the road.  

The more you can pay for before your travelers get to their destination, the easier everything is to reconcile after they get home.  

If you have a person in charge of reviewing expense reports and watching pre-trip approvals, make sure to set criteria for claim approvals and look at automating processes to make approvals simple! 

5) Adopt a user-friendly all-in-one travel platform  

Finding the right  corporate travel platform  is essential. The right booking platform can provide travelers with an easy-to-use experience, giving them access to the best fares and availability. 

For example, at Corporate Traveler, we use Melon . It’s a booking tool, reporting suite, travel policy pusher, traveler profile manager, and so much more. Melon features a “recommended spend” function, which helps keep travelers booking in policy. Hello, visual guilt! 

Melon’s simple user interface, combined with dedicated travel consultants and expert 24/7 support, makes it simple to book, manage, and keep track of your business travel. You’ll be able to access Melon-exclusive deals and perks (alongside many negotiated contracts and online deals) and take care of all your travel needs from one place. 

From the get-go, you’ll be able to work closely with our team to ensure that all of your needs are met. We'll help you customize your travel program to meet specific business needs, build your travel policy into the platform, and offer training to staff to help them along the way.   

Putting it all together  

Wow! You’ve reached the end and should have a better idea of how to write a corporate travel policy. High five! Now it’s time to put it all together and get it on paper.  

Maybe you already have something in place that needs some work or an entire overhaul. Check out our easy-to-use template and start checking those boxes! 

Grab our corporate travel policy template builder

Not sure where to start? No worries! We’ve got you. Here’s how to streamline your process with a travel policy template! 

While there’s no one-size-fits-all travel policy for every company, following the set guidelines helps you nail a perfect-for-you policy that can see you through an ever-changing travel climate. 

Travel policy template  

When you’re crafting your business travel policy, there are so many considerations to be made. Things might come up that you never even thought of, but not to worry. We have loads of resources to help you see this through. 

Starting out, it might be looking a little drab and wordy, but depending on your travel program size, a visual travel policy might be just what you need. You can search for examples online or take a look at an example of a visual travel policy we’ve created.  

When building your policy, it’s important to include: 

1. International or foreign travel policies  

When you’ve got travelers all over the globe, you need to build out a policy for international or foreign travel. This is a protects them (and you) on anything from travel safety, to expenses, and everywhere in between. 

Whether your travelers are individuals or entire teams, your international travel policy needs to cover: 

• How and where to book – is that with a travel manager, online booking tool, a travel management company (TMC) ? 
• Travel insurance coverages and contact info – international numbers and policy information 
• Emergency contacts – how to reach them and the process of in-destination emergencies 
• Travel expenses – limits and how to file for reimbursement 
• Travel documentation – who to contact with questions 
• Advance booking timelines – when should they be booking for international travel? 
• Travel extensions – are these allowed and what are travelers expected to cover if they choose to extend their trip for leisure? 

By outlining all of this information in your policy, you’ll streamline the process for your finance teams, travel managers, and your travelers. And really, who doesn’t want to make travel a smoother experience? 

2. Corporate travel policy for business class travel 

Does your corporate travel program have different rules, limits, or allowances for different levels of seniority? Are some junior members expected to travel in economy class, while some executives are allowed to book in business class? 

If some certain exceptions and situations might allow for an employee to book business class, regardless of their position, you should include that in your policy as well. 

Making this as clear as possible will avoid an approvals nightmare down the road. 

3. Corporate meal allowance policy 

It’s great if you’ve already centralized most of your business travel expenses like flights, accommodation, transportation, and car rentals, but your people gotta eat! It’s super important to include a meal allowance policy that clearly outlines which meals (and how much) you’ll cover. 

Some of your team might be traveling with corporate credit cards, while others might need to be reimbursed. The guidelines and procedures for submitting expenses or asking for reimbursement need to be crystal clear! 

Make sure to outline if you have a corporate travel policy for alcohol, too! You don’t want murky policies when it comes to footing the bill for drinks. 

Some things to consider for your meal allowance and alcohol travel policy: 

• Which meals are covered and for how much? 
• Who is footing the bill for an alcoholic beverage with dinner? 
• If entertaining clients, what is the budget, and how flexible is it? 
• What is the process of submitting company card expenses? 
• What is the process for requesting reimbursement? 

Your team will always have questions about the policy on food and drinks, so make sure they can find the info easily and have a point of contact for whoever can offer more clarity. 

4. Executive travel policy 

We briefly touched on executive travel when we talked about traveling in business class, but there is certainly more to the top dogs traveling. 

Executive travel can be a touchy subject if there are more lenient policies in place than there is for less senior team members. Your executives also may need to know the guidelines in place for their own travel, so they don’t accidently go overboard, which could be an accounting nightmare! 

You’ll need to make sure you deliver a guide for approvals, procedures, booking deadlines, meals, accommodation, basically everything. 

Lay it all out. Make your policy as digestible as possible, and for a busy exec, consider bullet points and titles in bold so they can easily skim to the areas they need to know. 

5. Natural disaster or COVID-19 business travel policy  

We can all agree that COVID-19 caused business travel to come to a screeching halt. Across most industries, the pandemic impacted client relationships, the ability to gain new clients and caused budgets to get slashed pretty dramatically.  

While this was only one event, many businesses have begun to consider the “what-ifs” of their travel programs should another outbreak of COVID or something else happen. Crossing our fingers and toes doesn’t cut it, unfortunately. 

There is also the chance of their travel being impacted by a natural disaster. We’ve seen it before – earthquakes, tsunamis, volcano eruptions, hurricanes. Do you have a plan or policy to aid your team and guide them through the unthinkable? 

In 2022, we surveyed 120 employees across various industries and businesses. More than half, 51% of respondents said their companies didn’t provide resources or tips for safety on their trips. Duty of care isn’t something to put on the back burner, it’s your legal obligation to make sure your team is informed. 

So, what’s the solution, you ask? 

Working with a TMC gives you the backup you need if anything ever happens and you have people traveling abroad. At Corporate Traveler, our travel management software, Melon, is a central place to house your policy for quick and easy access. Plus, our travel experts can help you paint the big picture of what to do, who to call, and how to get your team home safely as quickly as possible. 

Is there anything missing from your travel policy? 

Let’s break it down. If you think of your policy like a sandwich, it should include: 

The bread and butter  

• Where and why: Are there any restrictions on who travels domestically or internationally? Or guidelines around reasons for travel? 
• When: Are there any restrictions on when business travel is a no-no, like during an auditing period or financial downturn? 
• How? How should travel arrangements be booked? Through your corporate travel booking software or with a preferred Travel Management Company (TMC)? How far in advance should domestic and international trips be booked? 
• Preferred suppliers: Do you have preferred partners for air travel, accommodation, ground transport or travel insurance? 
• Approvals: Who’s responsible for giving the green light on trips? 
• Show me the money: What’s the process for managing/submitting expenses, paying for travel and reimbursements? 
• Uh-oh: How will you prevent or deal with non-compliance to the travel policy? 
• Noise level: Getting loads of ‘noise’ and questions about things in your policy? This means it’s not clear and it’s time to review why and where the stumbling block is for travelers (or your finance team!) 

 The filling  

• Classy, baby: Who gets to fly business class, book 5-star properties or order UberLUX? And how does your business handle upgrades or airport lounge access for long-haul flights? 
• All work, some play: What are the conditions if someone wants to extend their business trip to take personal leave? Are you happy for them to enjoy a bleisure trip, and if so, who foots the bill and for what? 
• Loyalty: Are there any travel rewards or business loyalty programs that can be used during booking? 
• Spending money: Do your business travelers have a daily allowance for meals, snacks, and drinks? How much is it, what does it include – and what’s not covered? Can they order room service, drink from the mini-bar, or use the in-house laundry service? 

The not-so-secret sauce  

• Safety first: your policy should support air, accommodation and ground transport suppliers that have been safety and security vetted. Guidelines or information on travel insurance for work trips is also helpful. 
• Now what: What’s the plan of action in the case of Acts of God or Force Majeure events? Does your team know who to call for help? 
• What’s next: Who is responsible for updating and reviewing your travel policy, and how often? 

Corporate travel policy best practices

• Write for skim readers
• Guide travelers to the right resources
• Automate your policies
• Stipulate a timeframe for expense claims
• Be prepared for the unexpected

1. Write for skim readers  

One of the first steps towards writing a people-first travel policy is understanding how your travelers will read it. And the truth is…  

They probably won’t.   

Research has shown that  adults get distracted every 47 seconds . So if a business traveler is looking at your policy, they’re most likely just searching for a specific answer – and they want it fast. So what can you do?  

First, make sure the document is easy to navigate. That means including things like:   

• A table of contents  
• Visual elements to help guide the eye toward crucial information, like flow charts and tables  
• Clear headings and important details in bold  
• Bulleted lists (see what we did here?) 

And even though it’s a technical document, don’t make it sound like one. An effective travel policy should be clear, concise, and easily comprehended. So skip the long, complex sentence structures and technical jargon, and write in plain, simple English. It helps to pretend like you’re writing it so an eighth-grader can understand it.   

2. Guide travelers to the right resources  

Remember when we said travelers will only read your policy to find a solution for a specific need? Whether it’s a link, a phone number, or a step-by-step tutorial – a well-managed travel policy should provide them with the right resources.  

Instead of treating a travel policy as a list of rules, treat it like a resource sheet. Here are some key pieces of information travelers might need to pull up easily:  

Your approved online booking tool (and steps on how to use it)  

• QR codes to download your  mobile travel app   
• Preferred airlines, including class, budgets, and other limits  
• Permissible hotels, including guidelines on star-class and incidental expenses  
• Guidelines on ground transportation (trains, ride-sharing services, rental cars, and personal car usage)  
• How to get travel support  
• Travel insurance carrier  
• Clarification on the reimbursement process (more on this later)  

You can also include other factors specific to your company, but this should at least be the necessary groundwork to help employees make the right choices on their own.  

3. Automate your policies  

Let’s face it: even with the best communication efforts, there’s always a chance that an employee may violate policy, even unintentionally. So, what can you do?  

Build policy into booking.  

By building your travel policy into your travel management software, it becomes unavoidably embedded in the booking process, so even the most easily confused employees end up following by default.   

Automation tools can sound the alarm on out-of-policy bookings and even provide an audit trail. This can be especially helpful for employees who may struggle to remember procedures and policies, especially after big changes to your travel program.  

4. Stipulate a timeframe for expense claims  

No one wants to get stuck waiting on the money they’re owed – or worse – find out they’re not getting reimbursed for an expenditure they thought would be covered.  

Having a clear and well-defined expense claim process is critical in any travel policy. Employees need to know how to claim their travel expenses, how soon they need to submit an expense report, and when to expect reimbursement.   

The policy should also be clear about what expenses are and are not reimbursable, including any limits or exceptions. For example, if an employee needs to book a different seat class to  accommodate a disability , the policy should include the process for requesting and approving this expense.   

Plus, a submission deadline reduces cash flow issues and provides more accurate and complete expense data for that period (your finance team will thank you later).  

5. Be prepared for the unexpected  

As a company, you have a duty-of-care responsibility. When it comes to business trips, you need to be prepared for the unexpected. No matter how much effort you put into planning, there will always be a few hiccups along the way.   

For instance, lost luggage, canceled or delayed flights, and sudden weather or political emergencies in unfamiliar destinations could all leave your employee stranded.   

“Companies need to be prepared to plan for the particular, not just the universal. Every aspect of the travel program needs to be able to fit each of your travelers like a glove, from adaptable plans and experts on call, to technology that makes the journey seamless.” - Emese Graham, DE&I Manager @ FCTG  

Don’t let unexpected situations blindside you. Have processes in place to ensure travel safety and security. Make sure they know what to do, where to go, and who to get a hold of if something goes wrong. Taking a proactive and prepared approach to your policy can minimize the impact of emergencies and take care of your team’s well-being while they’re on the road.  

BONUS TIP: Update your policy regularly  

Here’s a free business travel policy best practice just for you! It isn’t just a “one and done” deal – it’s a living document.  

What’s that mean? As your company grows and travel conditions change, so should your travel policy. Revisit your expense policy at least once a year to keep it relevant and effective – and lead you towards new cost-saving solutions.    

Data is going to be your best friend here. Here are a few key factors you should look into when updating your travel policy:  

• Analyze travel spend patterns – are you throwing a lot of company money at certain suppliers? You might want to see if you can negotiate a new deal or find better rates elsewhere.  
• Identify areas of overspending or inefficiency – are employees accruing high parking or travel costs? See if you can get season tickets or other accommodations.  
• Evaluate the overall performance of your policy – are you still compliant with any new regulations that have come into play since the policy was established? How can traveler experience be improved?  

You may even want to consider enlisting the help of professionals, such as a travel management company with experience in expense management, to give advice on how to optimize your travel policy to better meet the needs of your employees and your business as a whole.   

Building a travel policy that's good for business and travelers and meets their needs is no small feat. But whether you're looking to retain your team, attract new talent, or make life a little easier for your travelers, investing in a well-designed travel policy is definitely worth the effort and great for company culture.  

By following these travel policy best practices and ensuring your policy meets all travelers' needs, you’ll be on your way to smoother, safer, and more enjoyable travel experiences for all.  

How to promote travel policy compliance  

Whether compliance is a big or small issue in your company, it takes a little bit of investigating to figure out why it’s an issue at all. 

Maybe your policy meets the needs of only a few of your team members. Maybe it’s too difficult to navigate your policy. Or maybe, your policy is written in legalese and makes your travelers vision blur before they go rogue and book how they want. 

It could be that your travelers prefer a bit of freedom in booking and would rather do it on their own. Or, maybe they have specific needs that aren’t being met by the options provided. 

Whatever their reasons, it’s your job to figure out why they aren’t following and what you can do to build better compliance. 

Here are a few tips to improve travel policy compliance: 

• Make your policy easy to navigate, understand, and find 
• Use an online booking tool (OBT) for travelers who prefer to self-book 
• Allow a bit of flexibility so travelers feel they have some autonomy 
•  Include a category for last-minute bookings so it doesn’t mess up your data 
• Understand your traveler needs and build an inclusive policy 

Read the full guide:

You've researched, gathered the necessary resources, and communicated your travel and expense (T&E) policy to your employees. But now, you're not so sure they're actually following it.  

Read the full guide:  How to Improve Corporate Travel Policy Compliance

When to review and update your travel policy 

If the last time you reviewed or upgraded your travel policy was more than a year ago, it’s outdated and needs a refresher. If your company is small and has low turnover, you could probably get away with making small tweaks and optimizations. 

But if you have a larger company with multiple departments and higher turnover, you probably need to do an overhaul and review it more regularly. We’re not saying you have to change it every time someone is hired or leaves the company, but making sure it’s relevant to the people who are there and are traveling matters! 

Corporate Traveler conducted a survey in 2022, which showed that 48% of respondents didn’t know if their company had resources for specific traveler profiles, while 41% said their company didn’t provide resources for specific traveler profiles. This really goes to show that there’s room for improvement in how policies are built to support their people and their businesses. 

A people-first travel program and policy have become necessary as the world grows and begins to understand neurodiversity, disabilities, and cultural differences. When we learn about our team members’ diverse needs, we can better understand how to support them when they venture abroad for our businesses. 

GUIDE: Download the How to design a people-first travel program guide 

We recommend policy reviews every 3-6 months, but at the minimum, once per year. 

Final thoughts 

Business travel is so unpredictable, as we’ve seen in recent years. There will always be circumstances you can’t avoid as a company, but making sure that you have the necessary checks and balances in place can help to make things just a little easier. If you have groups traveling, VIPS, or people heading to high-risk destinations, it’s important that your policy is relevant. 

Don’t forget that travel policies shouldn’t be written and forgotten about – these are living documents that must be regularly updated to make sure they best protect your people. 

Remember these best practices when writing your travel policy: 

• Keep it simple and make it pop with visuals, bullet points, and bold headings. 
• Answer any and every question possible – think of all the eventualities 
• Always put your people first 
• Implement a quick and simple approval process 
• Automate as much as you can 
• Use technology that’s supports your policy 
• Be flexible with due reason 
• Be clear about what’s not allowed 
• Update your travel policy at least once a year 
• Keep it somewhere easy to find  

And finally, it doesn’t hurt to have a couple of different formats. Consider a visual version and an extended version so the message is delivered best depending on the person reading. For some, it might be easier to digest one over the other. 

Looking for a policy review? We’d be happy to work with you. 

Let’s chat .

Supply Chain Management

Travel & entertainment policies.

Refer to the following Travel & Entertainment Policies when questions arise, or whenever you need to clarify a specific procedure.  

 entertainment policies,  moving & relocation policies  .

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TRAVEL AND ENTERTAINMENT POLICY

Approved by the ASOR Board of Trustees on November 20, 2016; amended by the ASOR Board on May 8, 2022; amended again by the ASOR Board on April 16, 2023.

The Board of Trustees of the American Society of Overseas Research (ASOR) recognizes that from time to time, ASOR and Cultural Heritage Initiative (CHI) employees, representatives, and agents (excluding the Executive Director) (individually, a “Representative,” and collectively, “Representatives”), and the Executive Director must travel to conduct ASOR business and further ASOR’s mission.

The ASOR Board of Trustees further recognizes that from time to time, the Executive Director must travel and entertain prospective donors, government representatives, and other persons critical to ASOR’s business and mission. In doing so, the Board of Trustees imposes the business judgment rule on the Executive Director; to wit, in deciding whether to incur a travel or entertainment expense, the Executive Director must act on an informed basis, in good faith and in the honest belief that the action taken is in the best interests of ASOR. The Executive Director’s travel and entertainment is subject to review by the President or Board Chair at any time upon request. Requests by the Executive Director for reimbursement under this policy should be reviewed and approved by the Treasurer or the President.

As a 501(c)(3) non-profit learned society, stewardship of ASOR resources is essential. Representatives and the Executive Director, therefore, are expected to minimize the costs of travel and entertainment wherever possible and reasonable.Thus, the purposes of this Travel and Entertainment Policy are to (i) ensure that travel, entertainment, and other related expenditures are appropriate and reimbursable, (ii) implement and maintain adequate cost controls, and (iii) provide a uniform and consistent protocol for identifying and reporting reimbursable travel and entertainment expenses.

ASOR’s policy is to pay for or reimburse only authorized, reasonable, and necessary travel and entertainment expenses actually incurred by a Representative and the Executive Director. When incurring such expenses, ASOR expects Representatives and the Executive Director to:

• Exercise discretion and good judgment when incurring such expenses;
• Be cost conscious and spend ASOR’s money carefully and judiciously;
• Report travel and entertainment expenses, supported by required documentation, that were actually incurred; and
• Report travel and entertainment expenses on a timely basis.

II. Expense Report

Expenses will not be reimbursed or paid for unless the Executive Director or Representative requesting reimbursement timely submits a written expense report on the ASOR Expense Report form. If possible, the ASOR Expense Report should be submitted to the Finance Manager within ten (10) days of completing travel. If the Finance Manager is the one requesting reimbursement, the Expense Report should be sent to the Executive Director for approval. Unless there are extraordinary circumstances, all forms must be submitted to the Finance Manager within thirty (30) days of completing the travel. The request must include, inter alia :

• The Executive Director’s or Representative’s name;
• Date, origin, destination and purpose of the trip or entertainment, including a description of each ASOR-related activity conducted during the trip or entertainment;
• Name and affiliation of all people, if any, for whom such travel and entertainment expenses were incurred ( e ., people on whom the Executive Director spent money conducting ASOR business and furthering ASOR’s mission); and
• Itemized list of all expenses incurred ( e ., date, amount (including tips), vendor, and description).

Expense reports must be approved by the Finance Manager for reimbursement. If the Executive Director is requesting reimbursement, the Expense Report must be approved by both the Finance Manager and the ASOR Treasurer or ASOR President. If the Finance Manager is requesting reimbursement, the Executive Director must approve the Expense Report. No reimbursement funds will be disbursed until the Expense Report is approved.

III. Receipts

Receipts are required for all travel and entertainment expenses greater than $5.00 regardless of whether they are billed directly to ASOR. No expense greater than $5.00 will be reimbursed unless the Executive Director or Representative requesting reimbursement submits individual transaction receipts from each vendor (not a payment card statement) with the ASOR Expense Report showing the date, amount, vendor, and description of each expense incurred. Scanned copies or photocopies of individual transaction receipts are acceptable provided the original receipts are retained for inspection by ASOR if requested. If a receipt is not available ( e.g ., for mileage or tips), a signed explanation must be included.

IV. General Travel Parameters

• Advance Approval. All trips involving air travel or at least one overnight stay by Representatives must be approved, in advance, by the Executive Director or his/her designee. All trips involving air travel or at least one overnight stay by the Executive Director are subject to the business judgment rule.
• Necessity of Travel . In determining the reasonableness and necessity of travel expenses, including their authorization, a Representative, the Executive Director, and the President must consider the cost/benefit to ASOR of the proposed travel expenses. The same considerations also must be taken into account in deciding whether the presence of a particular Representative or the Executive Director on a trip is necessary. In determining whether the benefits to ASOR outweigh the costs, less expensive alternatives, such as participation by telephone or video conferencing, or the availability of local programs or training opportunities, must be considered.
• Business and Personal Travel Expenses. With prior approval, a Representative or the Executive Director traveling on behalf of ASOR may incorporate personal travel into ASOR business trips. ASOR travel, however, may not be arranged at a time that is less advantageous to ASOR, or results in a greater expense to ASOR, in order to accommodate personal travel plans. Any additional expenses incurred as a result of personal travel, including, inter alia , airline, train, hotel and rental car upgrades, extra hotel nights, additional stopovers, meals, transportation, incidentals, or other expenses are the sole responsibility of the Representative or the Executive Director and will not be reimbursed by ASOR. Upon request, a Representative or the Executive Director combining ASOR business travel and personal travel must furnish a documented “with and without” travel expense analysis to ensure that ASOR does not reimburse any otherwise non-reimbursable expenses.
• Spouse, Family Members, and Friends. With prior approval, a spouse, family member, or friend may accompany a Representative on ASOR business travel when the presence of a companion will not interfere with the successful completion of ASOR business objectives. The Executive Director’s spouse, family member, or friend also may accompany the Executive Director on ASOR business travel when the presence of a companion will not interfere with the successful completion of ASOR business objectives. Travel expenses pertaining to a Representative’s or the Executive Director’s spouse, family or friends will not be reimbursed by ASOR. Upon request, a Representative or the Executive Director accompanied by a spouse, family member, or friend on ASOR business travel must furnish a documented “with and without” travel expense analysis to ensure that ASOR does not reimburse any otherwise non-reimbursable expenses.

 V. Air Travel

• General Parameters. Air travel reservations must be made as far in advance as possible to take advantage of reduced airfares. If a Representative does not have an ASOR credit card to purchase an airline ticket, the Executive Director, Finance Manager, or their designee may purchase the ticket for the Representative. ASOR will only pay for, or reimburse, the cost of the lowest non-restrictive coach or economy class fare actually available for direct, non-stop flights (if available) from the airport nearest the Representative’s or Executive Director’s home or the ASOR office to the airport nearest the destination. Domestic airline tickets exceeding $750, and international airline tickets exceeding $1,400, must be approved in advance by the Executive Director or the President or Treasurer, as applicable. If the travel is supported by federal funding, the Fly America Act will take precedence over the least expensive airfare available (see below).
• Sufficient Advance Purchase Required. The most cost beneficial time to purchase an airline ticket is twenty-one (21) days prior to departure, followed by fourteen (14) days prior to departure, and then seven (7) days prior to departure. Absent extinuating circumstances, all airline tickets must be purchased as soon as a Representative or Executive Director becomes aware of the need for air travel at a time consistent with the above purchase window parameter in effect at the time the Representative or Executive Director becomes aware of the air travel need. If a Representative or Executive Director becomes aware of the need for air travel, but fails to purchase his or her airline ticket in compliance with the above purchase window parameters, ASOR will only pay for or reimburse that portion of the purchase price equal to the cost of the ticket had it been properly purchased in compliance with the above purchase window parameters. The Representative or Executive Director will be responsible for the difference.
• Exceptions. Consistent with federal guidelines, ASOR Representatives, federal grant beneficiaries or contractors, or others seeking reimbursement from ASOR may only be reimbursed for airfare costs up to the basic least expensive unrestricted airfare accommodations offered by commercial airlines that include seat assignments with the following exceptions: • When such flights would require circuitous routing; or • When such flights would require travel during unreasonable hours; or • When such flights would excessively prolong travel; or • When such flights would result in additional costs that would offset the transportation savings; or • When such flights are not reasonably adequate for the traveler’s medical needs. ASOR and the traveler must document these conditions on a case-by-case basis in order for the use of first-class or business-class airfare to be allowable. If the purchase of a business or first-class ticket necessitated by a proposed traveler’s medical needs would have a disproportionate impact on the travel budget or allocation, ASOR at its sole discretion may determine that another person should make the trip.
• Saturday Stays . Representatives and the Executive Director traveling on behalf of ASOR are not required to stay over a Saturday night in order to reduce the price of an airline ticket. A Representative or Executive Director who chooses to stay over a Saturday night will be reimbursed for reasonable lodging and meal expenses incurred over the weekend to the extent the expenses incurred do not exceed the difference between the price of the Saturday night stay airline ticket and the price of the lowest price available ticket that does not include a Saturday night stay. To receive reimbursement for such weekend lodging and meal expenses, the Representative or Executive Director must supply, along with the Expense Report, documentation of the amount of the difference between the price of the Saturday night stay and a non-Saturday night stay airline tickets.
• Frequent Flyer Miles, Compensation for Denied Boarding, and Hotel and Other Travel Points. Representatives or the Executive Director traveling on behalf of ASOR may accept and retain frequent flyer miles, compensation for denied boarding, and hotel and other travel points for their personal use. Representatives or the Executive Director may not deliberately patronize a single airline to accumulate frequent flyer miles, or patronize a single hotel or hotel chain to accumulate travel points, if less expensive comparable airline tickets or hotels are available.

VI. Lodging

Representatives or the Executive Director traveling on behalf of ASOR will be reimbursed for the reasonable cost of hotel accommodations at the single room rate. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other destinations on the Representative’s or Executive Director’s itinerary will be considered in determining reasonableness. Representatives and the Executive Director must make use of available corporate and discount rates for hotels. “Luxury” or “resort” hotel rates will not be reimbursed, in whole or in part, unless prior approval is secured by the Executive Director, Finance Manager, Treasurer, or President .

VII. Out-Of-Town Meal and Incidental Expenses (M&IE)

A Representative’s or the Executive Director’s M&IE (including tips) while traveling out-of-town within the United States on behalf of ASOR will be reimbursed in their entirety subject to a maximum daily allowance equal to the GSA M&IE per diem rate in effect at the Representative’s or the Executive Director’s destination. See http://www.gsa.gov/portal/category/100120 to compute the domestic per diem rate. Representatives and the Executive Director will be responsible for any M&IE exceeding the domestic per diem rate.

A Representative’s or the Executive Director’s M&IE (including tips) while traveling outside the United States on behalf of ASOR will be reimbursed in their entirety subject to a maximum daily allowance equal to the U.S. Department of State M&IE per diem rate in effect at the Representative’s or the Executive Director’s destination. See https://aoprals.state.gov/web920/per_diem.asp to compute the international per diem rate. Representatives and the Executive Director will be responsible for any M&IE exceeding the international per diem rate.

Notwithstanding the allowed M&IE per diem rates, Representatives and the Executive Director are encouraged to be careful with their expenses. The M&IE per diem rates are the maximum allowed per day; spending less would be better.

For travel paid for by federal grants, Representatives or Implementers may be reimbursed on a per diem basis for lodging and/or M&IE if the Executive Director, Treasurer, or President concludes that the per diem reimbursements are the most expedient and practical way to provide travel reimbursement.

VIII. Ground Transportation

Representatives and the Executive Director are expected to utilize good judgment and use the most economical ground transportation appropriate under the circumstances.

• Courtesy Shuttles. Most hotels near airports have courtesy shuttles running to and from the airport at no charge. This free service should be utilized whenever possible and practical.
• Airport Shuttles or Buses. Airport shuttles generally travel to and from all major hotels outside of the airport area, downtown, and significant suburbs for a small fee.
• Taxi are often the most economical and convenient form of transportation when the trip is for a limited time, minimal mileage is involved, or parking fees or tolls are substantial.
• Uber, Lyft, and Other Private Car Services. The lower cost categories of Uber, Lyft, and other private car services may be utilized in lieu of taxis unless a rental vehicle is more economical and convenient.
• Rental Although rental vehicles are generally the most expensive form of ground transportation, when the trip is for a significant amount of time, substantial mileage is involved, or parking fees or tolls are negligible or nonexistent, a rental vehicle may be the most economical and convenient form of ground transportation. Representatives and the Executive Director are allowed to rent a vehicle while traveling on behalf of ASOR provided the cost is less than alternative methods of transportation and advance approval is secured from the Executive Director or President, as applicable. Representatives and the Executive Director are permitted to rent a vehicle at the cost of a vehicle in the full-size class or lower. The cost of additional options ( e.g ., GPS, satellite radio, car seats, and insurance) will not be reimbursed; they must always be declined. Representatives and the Executive Director also must decline the “full tank” option and make every effort to refuel the rental vehicle prior to returning it to avoid high refueling costs.

IX. Personal Vehicles

Provided approval is secured in advance from the Executive Director or President or Treasurer, as applicable, Representatives and the Executive Director may use their personal vehicles to travel for ASOR business. The actual expenses incurred to operate a personal vehicle, including maintenance and repair expenses, will not be reimbursed. Rather, the use of a personal vehicle for ASOR business will be reimbursed at the current IRS mileage rate for business travel. Unless otherwise agreed or approved in advance by the Executive Director or President or Treasurer, as applicable, commuting expenses ( e.g ., mileage from a Representative’s home to the ASOR office, parking, tolls, and other commuting expenses) will not be reimbursed.

X. Parking/Tolls

Parking and tolls incurred by Representatives and the Executive Director traveling on ASOR  business (other than parking and tolls incurred when commuting to the ASOR office as set forth above) will be reimbursed. Traffic and parking tickets, fines, car washes, valet service, and similar vehicle expenses will not be reimbursed. Airport terminal parking is permitted for short business trips. For extended trips, Representatives and the Executive Director should use off-airport, long term parking lots if possible and practical.

XI. Business Entertainment

Reasonable, necessary, and appropriate entertainment expenses incurred to conduct ASOR business and further ASOR’s mission will be reimbursed only if approved in advance by the Executive Director or President, as applicable, and only if they otherwise qualify as tax deductible expenses. Detailed documentation for such expenses must be provided, including:

• date and place of the entertainment;
• nature of the expenses;
• names, titles, and affiliations of the persons entertained;
• a description of the business purpose for the activity, including the matters discussed; and
• individual transaction receipts from each vendor (not a payment card statement) showing the vendor’s name, a description of the services provided, the date, and total expense, including tips (if applicable). Scanned copies or photocopies of individual transaction receipts are acceptable provided the original receipts are retained for inspection by ASOR if requested.

XII. Non-Reimbursable Expenses

ASOR maintains a strict policy that expenses in any category, including otherwise reimbursable travel and entertainment expenses, that are (or could be) perceived as lavish or excessive will not be reimbursed. Such expenses are inappropriate for reimbursement by a nonprofit, charitable organization. Unless otherwise determined in advance to be reimbursable, a Representative’s non-reimbursable expenses include, inter alia :

• Otherwise reimbursable travel and entertainment expenses that are determined to be lavish or excessive.
• Travel insurance (unless considered prudent by the ASOR Executive Director, Treasurer, or President).
• U.S. Government-funded travel that does not comply with the Fly America Act (see below for possible exceptions).
• First class tickets or upgrades (ASOR will only reimburse up to the price of a non-restrictive, economy / main cabin [or similar] ticket with seat assignment).
• When lodging accommodations have been arranged by ASOR and the Representative elects to stay elsewhere, reimbursement will be limited to an amount no higher than the rate negotiated by ASOR. Transportation between the alternate lodging and the lodging arranged by ASOR will not be reimbursed.
• Hotel upgrades.
• Telephone and internet (unless required to conduct ASOR business and/or program activities. E.g., daily cell service outside U.S., or hotel internet service required to conduct ASOR business)
• Limousine travel.
• Personal entertainment, such as movies, theater, and sporting events.
• Alcoholic beverages.
• Tobacco products.
• Membership dues at any country club, private club, athletic club, golf club, tennis club or similar recreational organization.
• Golf, tennis, or other participatory sporting events.
• Sporting equipment purchaes.
• Spa or exercise charges.
• Clothing and shoe purchases.
• Toiletry articles and personal items (unless required because of lost luggage or other travel-related reason that is not covered by travel provider or insurance).
• Expenses for spouses, friends or relatives. If a spouse, friend or relative accompanies a Representative on an ASOR business trip, it is the responsibility of the Representative to determine to make the appropriate adjustments to the Representative’s expense reimbursement request.
• Overnight retreats.
• Vehicle maintenance and repairs.
• Personal and incidental expenses.
• All expenses specifically identified as non-reimbursable in this Travel and Entertainment Policy.

This list of non-reimbursable expenses is provided by way of example, and in no way implies that categories of expenses not included on the list are automatically reimbursable.

XIII. Fly America Act Requirement for federally-funded travel

General comments and requirement for the Fly America Act and ASOR Travel: All air travel and cargo transportation services funded by the federal government are required to use a “U.S. flag” air carrier service. This requirement applies to consultants, contractors, and grantees receiving U.S. government funds, and it applies to other travelers whose travel is paid for by the federal government. A traveler cannot cross the U.S. border to use a foreign airline to avoid being subject to the Fly America Act. If an ASOR employee, contractor, grantee, or beneficiary travels using U.S. government funding, that person must comply with the Fly America Act, or ASOR will not pay for or reimburse that person for airline travel.

Codesharing and ASOR Travel: Occasionally, two or more airlines will “codeshare” a flight by publishing and marketing the same flight under their own airline designators and flight numbers. A travelers can purchase a seat on either airline’s designator and flight number, but the flight is only operated by one of the cooperating airlines. To comply with Fly America regulations, ASOR-funded travelers must purchase such a flight via the U.S. airline’s designator and flight number if the flight is shared between a U.S. and a foreign airline.

Exceptions to the Fly America Act There are some circumstances where it’s not reasonable to use a U.S. flag air carrier, and an ASOR-funded traveler can make an exception to the Fly America Act if one of the following circumstances is met: 1. When a U.S. air carrier is not available. 2. When using a U.S. carrier service would extend the travel time by 24 hours or more. 3. When a U.S. carrier does not offer a nonstop or direct flight between origin and destination, and using a U.S. carrier: a. Increases the number of aircraft changes outside the United States by two or more; or b. Extends travel time by six hours or more; or c. Requires a connecting time of four hours or more at an overseas interchange point. Note: To comply with the Fly America Act, the ASOR traveler must use a U.S. flag carrier service for every portion of the route for which it is available unless one of these exceptions is met. 4. When the flight time from origin to destination is less than three hours and using a U.S. flag carrier doubles the flight time. 5. When there is an applicable Open Skies Agreement in effect that meets the requirements of the Fly America Act. a. The exceptions provided by the Open Skies Agreements for government-funded travel do not apply if your transportation is funded by the Department of Defense (DOD).

Summary and ASOR Travel Exception Form Ticket cost and convenience are NOT exceptions to the Fly America Act. If an ASOR traveler does not use a U.S. Flagship or U.S. Codeshare flight, the traveler must complete the ASOR Travel Exception Form (see Appendix I) and have it approved before ASOR funds can be used to purchase or reimburse an airline ticket. If an ASOR-funded traveler is traveling on a U.S. Government-funded project, and if that traveler does not comply with the Fly America Act, ASOR will not purchase and will not reimburse the traveler’s airline ticket.

XIV. Final Authority

The President or Treasurer, or the President’s or Treasurer’s designee, has the final authority to determine whether an expense is reimbursable under this Travel and Entertainment Policy. Abuse of this Travel and Entertainment Policy, including falsifying expense reports to include expenses not actually incurred or expenses a Representative or the Executive Director knows are not reimbursable, constitutes grounds for immediate disciplinary action.

XV. Policy review

This Policy will be reviewed by the Finance Committee at least every two years; proposed amendments must be submitted to, and approved by, the ASOR Executive Committee and Board of Trustees.

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College for Creative Studies

• Human Resources

Travel and Entertainment

Policy Table of Contents

Cash Advance

Frequent flyer, local transportation, international travel, entertainment, expenses not authorized, federal income tax regulations and compliance.

CCS recognizes that the effective conduct of the College’s activities will require employees to travel from time to time on behalf of CCS. It is therefore the policy of the College to reimburse employees for all expenses that are necessary, and incurred, when traveling on authorized College business.

Reason for Policy

This policy is to establish and communicate equitable standards and effective procedures for administering and controlling travel and entertainment expenses, and ensure consistent and fair treatment of all employees who travel on CCS business. This policy’s purpose is:

• To provide guidance to employees, and those with authority to approve expense reports, on travel and entertainment expenditures incurred on behalf of CCS
• To ensure compliance with legal and internal control requirements
• To identify reimbursable and non-reimbursable expenses
• To clarify employee responsibility for controlling and reporting travel and entertainment expenses.

CCS’s Travel and Entertainment expense guidelines are based on generally accepted business practices and IRS regulations which describe those expenses that a business or an individual may legally deduct from gross income when paying Federal taxes. In addition, certain procedures and practices have been included to maintain good internal accounting controls.

For each trip an employee takes, an expense report must be completed, approved and submitted to Business Services within ten business days of completion of the trip. Expense reports must contain a detailed description of all business expenses and appropriate receipts, to include airline boarding passes and/or a copy of the travel itinerary. Receipts are normally provided for airfare, hotel, and car rental. If not provided, you should request a receipt for meals, taxi, parking and miscellaneous items. Acceptable receipts must be original and itemized.

CCS wishes that its employees who are required to travel, do so in reasonable comfort. Employees are expected to exercise good judgment in distinguishing between reasonable comfort and extravagance. Employees are expected to:

• exercise discretion and good judgment with respect to expenses
• check for accuracy of bills prior to payment
• report all expenses and advancements promptly and accurately with required documentation
• if plans change and the employee does not make a trip, return all advanced funds to Business Services immediately
• reference the list of recommended local restaurants and hotels on Blackboard for local meetings
• plan travel in advance to insure lowest cost
• research arriving one day before and/or staying one day later on trips if that may be less expensive and time effective (considering work schedules, air fare, hotel, and meals)
• provide documentation for all advance cost quotes for air fare, hotel, car rental, and taxi/limo service vs mileage/parking.

Travel Guidelines

(effective May 1, 2009, all travel must be pre-approved by an officer of the College)

All employees will travel the most economical fare available at all times. Reservations should provide the most economical airfare within a two hour window of requested departure and arrival times (one hour before or after requested departure and one hour before or after requested arrival). Airfare change or upgrade fees are allowable only if necessary due to College business, and approved in writing by reporting officer. Reporting officers have some discretion to approve seat only upgrades on flights over four (4) hours. Trip Protector insurance is not an allowable expense except for international travel and only with reporting officer approval. Employees are allowed one (1) piece of checked luggage on domestic flights.

Employees must obtain prior approval from their supervisor before using personal vehicles for business trips when doing so would be more economical and time effective than traveling by air. Personal vehicle mileage will be reimbursed per the current IRS limits, which are subject to change annually, and may not exceed the cost of the most economical air fare. For evaluation purposes, employees must confirm airfare rates at the time they register or plan their trip. Personal vehicle mileage allowance covers the cost of gasoline, oil, and wear and tear of the automobile. Employees using personal vehicles must have a current Motor Vehicle Record file in Human Resources. If two or more employees are attending the same event, it is recommended that they make every effort to carpool.

A cash advance may be approved for legitimate business purposes and in cases of emergency. A cash advance must be requested and approved no later than five working days in advance of any planned travel. A cash advance may not be requested prior to ten business days before the start of any planned travel. A cash advance may be used only by the person requesting it and approved for the cash advance. Cash advance balances must be cleared with a personal check or cash submitted with the expense report within ten business days of completion of the trip. Petty cash advances must be cleared with Business Services within five business days.

With many promotional programs constantly changing, the least expensive car should be reserved unless there is a business necessity to upgrade. Travelers should decline Collision Damage Waiver (CDW) and Personal Accident Insurance. This coverage is provided through our College policy. Rental cars need to be re-fueled prior to drop off to avoid the refueling and service charges.

Frequent Flyer bonus programs and usage credits awarded by airlines, car rental agencies or hotels shall be assigned to the employee. CCS considers this a perquisite well earned by the employee. However, the employee must still travel at the lowest possible rate.

Spouse or family members may accompany employees on trips, with approval from your immediate supervisor. When a spouse, companion or family travel with an employee, their travel must be accounted for, and paid for separately. The College will pay for a standard room, no upgrades. Any additional charges for spouse, companion, or family sharing a room is the employee’s responsibility. Employees must separate all expenses associated with spouse, companion, or family members, with no incremental expenses to the College.

Reservations will be made at moderately priced establishments that will be comfortable, but not extravagant. Travelers should insure that the rate charged matches the rate on the itinerary. “ No-show ” bills are incurred when “ guaranteed ” hotel reservations are not used and have not been canceled. It is the responsibility of the traveler to cancel hotel rooms which become unnecessary due to changes in travel plans. The cancellation can be made through the travel agency or with the hotel directly. In either case, the traveler should obtain a cancellation number. Room change or upgrade fees are allowable only if necessary due to College business and approved in writing by a reporting officer. Personal upgrades and changes are not reimbursable.

Employees are expected to use their own transportation when traveling to/from home and/or CCS campus to Metro Airport or other local sites. CCS or the employee’s home, whichever is less mileage, is considered the home base for local trips. Mileage will be reimbursed from the home base to the local site. Limousine services (e.g. Checker , Metro Cars ) are not to be used when traveling to/from CCS or the employee’s home and Metro Airport unless the cost is less than the cost for mileage and airport parking. Employees are expected to use the most economical ground transportation when traveling to and from airports and hotels while out of town. Taxi, rental car, bus, and van are all acceptable. Travelers should always ask if the hotel at which they are staying provides a shuttle service to and from the airport.

While traveling, employees should eat at moderately priced restaurants. The actual cost of meals, including tips, incurred while traveling on CCS business is reimbursable. Up to twenty (20%) percent of the meal cost is the maximum tip in the U. S. The tip or “service” is often included in the meal cost at certain restaurants. Alcoholic beverages are limited to one (1) per person with any meal. Employees are expected to exercise discretion and good judgement with respect to meals, alcoholic beverages and tipping.

Discounted parking rates are available at lots around Detroit Metropolitan Airport. These lots provide parking for about one half the cost of parking at airport lots. All of these lots provide 24/7 shuttle service to all terminals. Online coupons for one day free parking are available at their websites. Discounted parking is available at these lots:

• Airlines Parking : 800-300-9069
• Park N Go : 734-729-3000
• Quik Park : 888-844-PARK
• US Park : 800-447-PARK

Employees should not park in Detroit Metropolitan Airport lots and valet parking is not allowed as it is approximately twice the cost of long-term lots.

Telephone and Internet access from hotel rooms should be used only as necessary and with discretion. Personal phone calls should be limited to one call per day, except for emergencies or special circumstances. Cell phones and pre-paid calling cards are low-cost options.

Employees on international travel should always use their credit card and not cash for expenses. Credit card use insures charges are processed at the current exchange rate on the day the charges were incurred. This eliminates the need to research the exchange rate when the expense report is processed.

Entertainment is defined in this policy as limited to entertainment when traveling on College business. Employees will be reimbursed for the actual cost of entertainment, when such expenses have been determined reasonable and beneficial to the College. Entertainment must conform to current tax and legal requirements. Discretion must be used as to levels of entertainment. Unreasonable entertainment expenses will not be reimbursed. When an employee pays the expense of any other person who is not an employee of the College, the expenses of all persons in attendance, including CCS employees, are to be listed on the expense report and itemized receipt. Spouses or partners expenses are not eligible for reimbursement, unless approved in advance by a reporting officer.

The following is given as a guide, and not necessarily a complete list, of expenses that are not reimbursable:

• alcoholic beverages not part of a meal, with discretion allowed for College officers to approve appropriate entertainment
• alcoholic beverages in excess of one (1) per person at any meal
• alcoholic beverages at department meeting or events
• tobacco products
• minibar expenses
• personal care (spas, medication – laundry is allowed up to a maximum of $50 for domestic trips longer than 7 days and for international travel) personal entertainment (movies in hotels or on flights)
• personal items (books, dvds, newspapers, magazines, maps, personal care items, souvenirs, etc.)
• parking or traffic tickets
• rental car GPS charges, unless approved in advance by a reporting officer.
• airline or travel insurance; Trip Protector insurance except for
• international travel with officer pre-approval
• valet parking at airports
• gifts to employees or departments

In unusual business circumstances, actual expenses that are incurred, and that are not covered by this policy, are subject to approval and/or adjustment by the Vice President of Finance or the President.

Employee’s will appreciate that, if the Travel and Entertainment Policy is to work to everyone’s best interest, each employee must be responsible for supporting and complying with it in both spirit and letter. To meet IRS requirements, travel and entertainment expenses must adhere to the following conditions:

• the expenditure must be shown to be ordinary and necessary in the course of business
• credit card statements or non-itemized receipts are not acceptable
• credit card receipts with only a total amount are not reimbursable
• ATM receipts for cash are not acceptable
• the expenditure must actually be incurred, and supported with exact and detailed records, verifying the names, amount, date and location, business purpose and business relationship of the person entertained (name, company, title)
• name, title and company affiliation of those present
• employees must account for all travel expenditures by submitting a complete and accurate Expense Report within 10 business days after the completion of a trip or business event
• incomplete reports and those lacking receipts, approvals, or other required documentation, will be returned, delaying reimbursement
• no reimbursement will be made for expenses incurred in violation of the Travel and Entertainment Policy
• Expense Reports will be monitored and audited on a regular basis to ensure adherence to the provisions of the Travel and Entertainment Policy non-compliance may result in disciplinary action

The Internal Revenue Code specifically states that an individual may not approve his/her own expense report. Immediate supervisors must approve cash advances, expense reports, and travel related expenses charged to the College Corporate American Express and Master Card of employees reporting to them. Additionally, Deans and Vice Presidents must approve cash advances, expense reports, and Corporate American Express and Master Card charges for faculty and staff in their division. It is the responsibility of the approving individual to determine if the advance and expense was:

• ordinary and necessary for the benefit of the College and within budget; properly substantiated to meet CCS policy.
• The Expense Report will be further reviewed and approved by Business Services, for conformance to both College policy and IRS regulations. All Expense Reports over $1,000 will require approval by the Administration and Finance division. Individual expenses not approved will be returned and be the responsibility of the employee. The employee will be required to complete and resubmit a new Travel and Expense Report.

• A to Z Index

Travel and Entertainment Policy

• Business Affairs and Finance

Policy Author: Office of Business Affairs

Responsible Office – Department: Office of Business Affairs

Effective Date of Policy: Reviewed Annually

It is the policy of Daemen University to reimburse employees and non-employees for necessary travel and entertainment expenses incurred for authorized university business.

Policy Narrative:

In an effort to preserve tuition dollars for student needs, the university may limit certain expenses in relation to travel and entertainment. All travel and entertainment expenses that are chargeable to Daemen University must be documented in order to be recorded appropriately in the financial system for audit purposes and to meet IRS rules. Expenses must be for legitimate and appropriate university purposes and adhere to the procedures found on the Business Affairs website .

Scope and Applicability:

Use of personal vehicles.

• Permitted Use: Use of a personal vehicle for business purposes is permitted when it is less expensive than alternative means of transportation or when there are safety or other issues that justify the additional cost. 
• Mileage rate: When a personal vehicle is used for business purposes, the traveler will be reimbursed at the university approved mileage rate on the date of travel for miles incurred. The mileage reimbursement rate covers all operating costs of the vehicle, including but not limited to fuel, repairs, maintenance, depreciation and insurance. Tolls and reasonable parking charges will be reimbursed in addition to the mileage allowance. Fines for moving or parking traffic violations, costs of repairs, and towing are not reimbursable. The mileage rate for the university is reviewed annually during the budget development process. The current rate will be shown on the Business Affairs website .
• Determination: Mileage is to be determined using internet-based mapping with the university as the point of departure and the address of the destination as the end point using the most direct and/or regularly traveled route. The miles driven from an employee’s home to the university and back again are defined as commuting miles and do not qualify for reimbursement.
• Documentation: Mileage claims should be documented using a mileage log form found on the Business Affairs website and must include complete information for the destination and receipts for any fees/tolls incurred. The mileage log form is to be submitted with a completed purchase requisition.
• Insurance: Personal vehicles used for business purposes are not covered by university insurance but must be insured by the owner for the minimum insurance required. Damage to a privately-owned vehicle used for university business purposes will be covered by the individual’s private insurance. The university does not assume responsibility for deductibles or other costs associated with being under-insured or uninsured.
• Transporting students or other employees: Use of personal vehicles is not recommended when transporting students or other university employees because it exposes the owner to serious financial loss in the event of an accident.
• Miscellaneous Expenses: Expenses strictly for personal benefit without a business purpose are not paid by the university.
• Personal Credit Card Charges: It is recommended and preferred that all travel expenses such as airfare, lodging, and registrations be prepaid by the university instead of personal credit card or check. Reimbursements for travel placed on personal credit cards can only be made after the event has occurred to ensure the travel has taken place. Cancelled events involve credits which can not be monitored if placed on personal cards.
• Travel Advances may be requested in certain circumstances to cover minor expenses requiring cash such as tips, parking, tolls, etc. Receipts and any unspent funds are to be returned to the business office within one week of return from travel.

Entertainment

• Itemized receipts : Itemized receipts must be submitted for any meals paid by the university. A credit card receipt showing only a total is not acceptable as it does not show detail of the purchase.
• Employee meetings : The university will not pay expenses for employees to meet with one another. Employees are to schedule meetings during regular working hours on campus. It is considered a personal decision for employees to meet off campus during lunch.
• Meetings with external parties: In addition to itemized receipts, additional documentation must be included: the date of meeting, names of participants, and description of the business purpose of the meeting.
• Travel meals: Meal cost guidelines are found on the Business Affairs website based on historical spending and IRS per diem rates. Under extreme circumstances where a traveler is required to buy a meal in excess of the suggested guidelines, a brief explanation should be provided for the rationale of the excess expense.
• Partial Day Travel Meals: When a traveler is out of town for a partial day, meal allowances are used individually for the day: Breakfast 6:00am-10:30am, lunch 11:30am-2:30pm, dinner 5:00pm-10:00pm. Thus, someone leaving for a trip after 10:30am is not eligible for breakfast on departure day, and anyone arriving in WNY by 5:00pm is not eligible for dinner on arrival day.
• Alcohol : The university will not pay for alcohol served at any meals.
• Tips must not exceed recommended guideline
• Tax: NYS sales tax paid will not be reimbursed as per the sales tax exemption policy

Holiday Party Expenses

The university hosts an employee holiday party annually in December to celebrate the season with faculty and staff. As such, the university will not support individual department requests for holiday party/entertainment expenses.

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• Vehicle Usage Policy

Americans are spending more on travel and live entertainment. But their personal saving rate has taken a dip.

• Americans are spending more on experiences, which they were largely deprived of during the pandemic.
• Consumer spending on foreign trips and live entertainment rose by nearly 30% in 2023, WaPo reported.
• Meanwhile, the personal saving rate in the US has declined, falling to 3.6% in February.

During the earliest stages of the COVID-19 pandemic, many Americans reminisced about the things that used to bring them joy. They never stopped thinking about that last big trip with their families or that last in-person concert they enjoyed with friends.

Four years later, American consumers have mostly moved on from the pandemic and are spending more on experiences than ever before.

Prioritizing experiences, however, has led to a major shift in their financial lives: The personal saving rate in the US has declined considerably.

The Washington Post recently reported on how consumers in the US have embraced a sort of YOLO — or "you only live once" — mindset. In 2023, consumer spending on foreign trips and live entertainment rose by nearly 30 percent, according to the newspaper.

Spending levels have so far continued to rise in 2024, too. In February, personal consumption expenditures increased by $145.5 billion compared to January, with $111.8 billion spent on services, according to the Bureau of Economic Analysis.

Related stories

At the same time, perhaps predictably, the US personal saving rate has declined , according to the bureau.

In February, the personal saving rate was 3.6 percent, a drop from 4.1 percent the month before. (The rate sat at 4 percent last November and 3.9 percent in December.)

Once consumers were able to spend freely on their wish list trips and attend concerts and festivals without onerous health restrictions, they started booking flights and hotel rooms and purchasing tickets to see the artists that they love.

So instead of continuing to put away money for the future, which is what many people tried to do in recent years, many consumers now want to make up for the time they lost during the pandemic.

"When you live through a crisis, it gets ingrained in your brain," University of California at Berkeley behavioral finance professor Ulrike Malmendier told The Washington Post. "The official economic reports might say everything is coming back to normal, but we are different people than we were before the pandemic."

Malmendier told the Post that after the Great Recession, many Americans overhauled their financial habits; many consumers started to save more of their money.

But the angst of Americans during the pandemic unleashed a different sort of sentiment, Malmendier said.

"The adverse effects of Covid weren't necessarily financial; people got jobs quickly and the government stepped in with support," he told the newspaper. "Instead, it's about all of the things we were starved for: human interaction, socializing, travel. People are spending money on the things they missed most."

Watch: Marriott International's Tina Edmundson tells Insider that the travel mindset has changed since the pandemic

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Moscow Travel Guide

• Guide to Russia
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Why travel to Moscow

Contrasts: 12th century monasteries and some of the tallest skyscrapers in Europe can be found side-by-side in this complex and captivating city. The diversity of this mega-city is astounding. Only a few steps away from the solemn red facade of the Kremlin and the sounds of righteous church bells, a buzzing night scene and alternative-fashion boutiques can be found.

Culture: In Moscow only the best goes. Be it a theatre, restaurant or gallery, the standards are certain to be world-class. The Bolshoi ballet company is reputed to be even better than the Mariinsky’s and “MMOMA” (Moscow’s museum of modern art) exhibits works of art as profound as any that could be found in the famed MOMA.

Convenience: Unlike the rest of Russia, it’s easy enough to get by with just English in Moscow and, driving excepted, it is surprisingly safe: the murder rate is lower than in some of America’s major cities.

Top Sights in Moscow

St. Basil’s

Novodevichy Convent

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Why visit Moscow

It would take more than two days to walk around the perimeter of the biggest city in Europe, Moscow. Many of its inhabitants barely know what’s beyond the few blocks around their flat and there are so many attractions that it’s almost impossible to know where to start. If there is such a thing as an antidote to boredom, Moscow City is it. The mind-boggling range and diversity of things to do, places to eat, parks, historical monuments and more means that a vacation in Moscow has a wealth of activities to offer for every type of traveler, from young families to retirees.

Reasons to Vacation in Moscow in 2022

The Bolshoi theatre is familiar to almost everyone as Russia’s grandest theatre, but what people don’t know is that there are many more bolshoi (big) sites in Moscow that are worth travelling all the way to Moscow to see. For more than 100 years, the world’s biggest bell has been hidden behind the Kremlin’s walls and inside Moscow’s main park (which is bigger than some countries!) there is the world’s largest outdoor ice-rink. Travelers that visit Moscow can stay at the Izmailovo, Europe’s biggest hotel, then eat at the largest and most historic McDonald’s in Europe and after that have fun at the largest European indoor theme park!

Ancient Past & Stunning Architecture:

As those who travel to Moscow will see, just because Moscow is a city of record-breaking, glitzy high-rises doesn’t mean that there is no history. On the famous Arbat street, time-worn, wooden storehouses and century-old churches are squashed up against grey, soviet blocks which are then towered over by 21st century office-blocks. Unlike its much younger sibling, St Petersburg, Moscow’s roots stretch way back to the 12th century. Within the walls of the Kremlin, the city’s oldest building the Cathedral of Assumption can be admired in all its 500+ years of age.

Culture & Convenience

For a foreigner who has never visited Russia, Moscow is the perfect stepping stone into this great land of mystery. From the country’s best classical ballet troupes to snow-white troikas trotting through the parks, all the highlights of Russian culture can be had in Moscow without any of the complications that would be expected in other, less developed regions of Russia.

Cheap as Caviar

In Moscow, everything is bargain when with the current foreign exchange rates being what they are. Even caviar doesn’t seem so dear when the exchange rate is at 60rub to the dollar, so go on indulge yourself! Take your 2022 vacation in Moscow and have the best of both worlds, with European luxury at very affordable prices.

Lena, our guide in Moscow was excellent. She was very knowledgable and could answer any question we had for her. We liked that she could pick up on our interests and take us places we might not have thought of to go. When we realized that one of the places we had chosen to see would probably not be that interesting to us, she was able to arrange entry to the Diamond Fund and the Armoury for us. Riding the Metro with Lena was a real adventure and a lot of fun. In Saint Petersburg we found Anna well versed in the history of the Tsars and in the Hermitage collection. Arkady in Veliky Novgorod was a very good guide and answered all of our questions with ease. Novgorod was perhaps a long way to go for a day trip, but we did enjoy it. Vasily was a great driver to have and kept us safe with good humour and skill. We enjoyed ourselves so much, my daughter says she is already planning to return. We would both have no hesistation to recommend ExpresstoRussia to anyone we know.

Just wanted to let you know that My grandson Bruno and I couldn´t have been more pleased with our week in Moscow (6/15 - 6/21). We were absolutely enchanted with the whole experience, including getting lost a couple of times in the Metro during our free time. Although both our guides (both Eleanas) were excellent, I would particularly commend the first one (she took us to the Tatiakov, the KGB tour, and to that beautiful cemetery where so many great Russian artists, authors, composers, musicians, militarists, and politicians are buried). Her knowledge is encyclopedic; and her understanding of today´s Russia as a product of its past was, for us, truly enlightening. I will be taking another tour in Russia, with my wife, within the next two or three years. I will be in touch with you when the time comes. Meanwhile, I will refer you to other potential visitors to Russia as I meet them.

We had a great time both in Moscow and St Petersburg. Your travel agency was excellent in coordinating the whole trip. Everything worked like clockwork. The guides assigned to us were very nice and friendly. They had a great knowledge of their subjects. The cars and the drivers were great. The hotels were good and the itinerary was good. All in all, it was a wonderful experience. It was nice dealing with you and your company. Thank you very much for a great Russian experience. Have a great future ahead

• 31 reviews of Express to Russia Moscow Tours in Moscow

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19 Unique And Fabulous Experiences In Moscow

• Destinations

Thinking of visiting Russia? When visiting such a famous city, one must, of course, visit the iconic landmarks first. Moscow has plenty of those, most of them in the center of the city, which is very well-planned for tourists. Once you’ve seen the sights that are on most travelers’ lists, it’s time to branch out and visit some of the lesser-known sites, and there are some fascinating places to see and things to do.

I know this list is long, but I just couldn’t help myself. You probably won’t have the time to see them all. But that’s okay. Just scroll through the list and choose what sounds the most interesting to you. Where possible, make sure to book in advance, as things can get crowded, especially during high season.

1. The Red Square, Kremlin, And Surroundings

Red Square (Krasnya Ploshad) is the heart and soul of Russia, and where much of the country’s history has unfolded. This is the most famous landmark in Moscow and indeed the whole country, it’s an absolute must-do! The square is always full of people and has a rather festive atmosphere!

Saint Basil’s Cathedral

This is the famous church with the rainbow-colored, onion-domed roof. The cathedral was commissioned in the 1500s by Ivan the Terrible and according to legend, the Tsar thought it was so beautiful, that he ordered that the architect’s eyes be cut out afterward, so he could never build anything more beautiful! He wasn’t called Ivan the Terrible for no reason!

Lenin’s Mausoleum

The “love-it-or-hate-it” of tourist attractions in Russia. A glass sarcophagus containing the embalmed body of Russian revolutionary, Vladimir Lenin. It may seem a bit bizarre to display the mummy of a person, but it has been there for almost half a century and the 2.5 million visitors who come each year, clearly feel the queuing and thorough body search are worth it, to be in Lenin’s presence.

Pro Tip: no photos and no loud talking are allowed inside the Mausoleum.

Eternal Flame

There is an Eternal Flame in honor of an unknown soldier on the left side of Red Square. The hourly changing of the guards is worth seeing.

The Kremlin is the official residence of the Russian president. You can see it from the outside, or you can take an excursion to one of the museums located inside. This is the biggest active fortress in Europe, and holds a week’s worth of attractions! Once behind the 7,332-feet of walls, there are five squares, four cathedrals, 20 towers, various museums, and the world’s largest bell and cannon to see. Worth a special mention is the Armory Chamber that houses a collection of the famous Faberge Eggs.

Pro Tip: You can only go inside the Kremlin if you are part of a tourist group.

2. Bolshoi Theatre

Bolshoi Theatre translates to “The Big Theatre” in Russian, and the building is home to both the Bolshoi Ballet and Bolshoi Opera — among the oldest and most famous ballet and opera companies in the world.

Pro Tip: It’s hard to get an inexpensive ticket, so if you’re reading well in advance of going to Moscow then try buying tickets on the official website . Last-minute tickets cost around $250 per person. If this is out of your budget, about an hour before a performance, you can try buying a ticket at the entrance from a reseller. Most can speak enough English to negotiate the price.

Tour the Bolshoi Theatre: You can take a group guided tour of the Bolshoi Theatre which focuses on the history and architecture of the theatre and behind the scenes. There’s an English language tour that lasts 2 hours and costs around $300 for a group of up to six.

3. Luxury Shopping At GUM And TSUM

Russia’s main department store, GUM, has a stunning interior that is home to over 100 high-end boutiques, selling a variety of brands: from luxurious Dior to the more affordable Zara. Even if shopping is not on your Moscow to-do list GUM is still worth a visit; the glass-roofed arcade faces Red Square and offers a variety of classy eateries. TSUM, one of the biggest luxury malls in town, is right behind the Bolshoi and GUM. It’s an imposing building with lots of history, and worth a visit just for its design and its glass roof.

4. Christ The Savior Cathedral

This is one of Russia’s most visited cathedrals and is a newer addition to the gorgeous array of Muscovite cathedrals, but don’t let its young age fool you. After perestroika, in the early 90s, the revived Russian Orthodox Church was given permission to build a cathedral on this site. It did the location honors and built the largest temple of the Christian Orthodox Church. The façade is as grand as you’d expect, but it’s the inside that will mesmerize you, with its domes, gold, gorgeous paintings, and decor!

The cathedral is located just a few hundred feet away from the Kremlin and was the site of the infamous Pussy Riot protest against Putin back in 2012.

Pro Tip: Bring a shawl to cover your hair as is the local custom.

5. Gorky Park

Moscow’s premier green space, Gorky Park (Park Gor’kogo) is the city’s biggest and most famous park. There is entertainment on offer here for every taste, from outdoor dancing sessions to yoga classes, volleyball, ping-pong, rollerblading, and bike and boat rental in summer. In winter, half the park turns into a huge ice skating rink. Gorky Park is also home to an open-air movie theater and the Garage Museum of Contemporary Art. There is also Muzeon Art Park, a dynamic contemporary space with a unique collection of 700 sculptures. It is located right in front of Gorky Park.

6. Sparrow Hills Park

If you take a walk from Gorky Park, along the Moscow River embankment, you’ll end up in the city’s other legendary park, Sparrow Hills. Although the park doesn’t offer as many activities as its hip neighbor, it has a great panoramic view of the city

Pro Tip: You can take a free walking tour to all of the above attractions with an English-speaking guide.

7. River Cruising

One of the best ways to experience Moscow, and see all the famous landmarks, but from a different angle, is from the Moscow River. Take a river cruise. Avoid the tourist crowds. There are little nameless old boats that do the cruise, but if you are looking for a more luxurious experience take the Radisson Blu cruise and enjoy the sights with some good food and a glass of wine.

8. Metro Hopping

Inaugurated in the 1930s, the Moscow Metro system is one of the oldest and most beautiful in the world. Started in Stalinist times, each station is a work of art in its own right. I’d recommend touring the stations between 11 a.m. and 4 p.m. This way, you’ll be able to properly see it without the crowds. Ideally, I’d recommend taking a tour with a knowledgeable guide with GuruWalk, who will tell you stories of forgotten stations and how the history of the country is interconnected with the metro development. If going by yourself, then I definitely recommend checking out: Mayakovskaya, Ploschad Revolutsii, Kievskaya, Kropotkinskaya, Kurskaya, and Novoslobodskaya stations.

Visit the free Moscow Metro Museum: For real train enthusiasts, located in the southern vestibule of Sportivnaya station is a small free museum. Here you can take a peek into the driver’s cabin, see a collection of metro tokens from different cities, and see different models of a turnstile, traffic lights, escalator, and more.

9. Moscow State University View

In his effort to create a grander Moscow, Stalin had seven skyscrapers built in different parts of town; they’re called the Seven Sisters. The largest of these buildings and the one with the best view is the main building of the Moscow State University. Although this is a little outside the city center, the view is more than worth it.

10. Izmailovsky Market

Mostly known for the city’s largest flea market, the district of Izmaylovo is home to a maze of shops where you can get just about anything, from artisan crafts to traditional fur hats, handcrafted jewelry, fascinating Soviet memorabilia, and antiquities. It’s also one of Moscow’s largest green spaces. There are often no price tags, so be prepared to haggle a bit. Head to one of the market cafes for a warming mulled wine before continuing your shopping spree.

The History of Vodka Museum is found here, and the museum’s restaurant is the perfect place to sample various brands of the national drink.

Once you’ve covered the more touristy spots, Moscow still has plenty to offer, and the places below will also be full of locals! So for some local vibes, I would strongly recommend the spots below!

11. Moscow City

With a completely different vibe, Moscow City (also referred to as Moscow International Business Center) is like a mini Dubai, with lots of impressive tall glass buildings. Here is where you’ll find the best rooftops in towns, like Ruski Restaurant, the highest restaurant both in Moscow City and in Europe. Moscow City is great for crowd-free shopping and the best panoramic views of the city.

12. Tretyakov Gallery

Tretyakov Gallery started as the private collection of the Tretyakov brothers, who were 19th-century philanthropists. They gave their private collection to the government after their deaths. If there is just one museum you visit in Moscow, I recommend this one!

13. Tsaritsyno Museum-Reserve

Tsaritsyno was a residence of Catherine the Great more than two centuries ago. It became derelict during the Soviet era but has now been fully renovated. With its opulently decorated buildings, gardens, meadows, and forests, Tsaritsyno Park is the perfect place for a green respite in Moscow.

14. Kolomenskoye

A 10-minute metro ride from the city center is Kolomenskoe Museum-Reserve, where you can get an idea of what Russia looked like 200 years ago. You’ll find ancient churches (one dating back to the 16th century), the oldest garden in Moscow, and the wonderful fairytale wooden palace of Tsar Alexey Mikhailovich, father of Peter the Great.

15. Ostankino TV Tower

Built in 1967, Ostankino TV Tower was the tallest free-standing construction in the world at the time, it’s still the 8th tallest building in the world and the highest in Europe. It’s also the best observation deck, with a glass floor and 360-degree views. The speedy elevators take you 1,105 feet in next to no time.

Pro Tip: You need to book in advance; entrance is based on specific ticket times and the capacity is limited and only a certain number of tourists are allowed per day. Don’t forget your passport, you’ll need it to get through security.

16. Zaryadye Park

Zaryadye is a newly opened, landscaped urban park so new you won’t find it in a lot of tour guides. The park is near Red Square and is divided into four climatic zones: forest, steppe, tundra, and floodplains, depicting the variety of climatic zones in Russia.

These last three suggestions are a little quirky, but all are really worth checking out.

17. Museum Of Soviet Arcade Games

Release your inner child playing on 66 arcade machines from the Soviet era! What a great way to spend a couple of hours when tired of visiting museums and palaces. The staff speaks excellent English and are happy to explain how the games work.

18. Moscow Rooftop Tour

Take a 1-hour private Moscow rooftop tour with an experienced roofer. I can just about guarantee none of your friends will be able to say they’ve done it! For your comfort, I recommend wearing comfortable shoes. Take your camera, there are some amazing photo opportunities out there!

19. Sanduny Banya

This classical Russian bathhouse opened its doors in 1808 and is famous for combining traditional Russian banya services with luxurious interiors and service. If you enjoy spas and saunas, then you should experience a Russian bathhouse at least once in your life! Go with an open mind and hire a specialist to steam you as it’s meant to be done — by being beaten repeatedly with a besom (a leafy branch)! This is said to improve circulation, but is best done by a professional!

So there you have my list of things to do in Moscow. I could have gone on and on and on, but I didn’t want to try your patience! There are so many things to do in this vibrant city that you’ll definitely need to allocate several days for exploring.

Here are some other reasons to visit Moscow and Russia:

• 7 Reasons To Put Moscow On Your Travel Bucket List
• Russia 30 Years (And 30 Pounds) Ago
• Massive Mysterious Craters Appearing Again In Siberia

Born and raised in Sydney, Australia, before moving to Africa at the age of 21, Sarah Kingdom is a mountain climber and guide, traveler, yoga teacher, trail runner, and mother of two. When she is not climbing or traveling she lives on a cattle ranch in central Zambia. She guides and runs trips regularly in India, Nepal, Tibet, Russia, and Ethiopia, taking climbers up Tanzania’s Mount Kilimanjaro numerous times a year.