BUSINESS TRAVEL AND EXPENSE REPORTING AND POLICIES. Business travel expenses …. Are incurred by a University employee while traveling on behalf of the University from one's office to a business destination and back.
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Business travel expenses…
Are incurred by a University employee while traveling on behalf of the University from one's office to a business destination and back.
Are required to be reported by the traveler even if traveling with other University faculty or staff members.
May not be included on the expense report of another employee.
All University faculty and staff of all colleges, divisions, departments and units regardless of the source of funds supporting the travel.
Expense payments made using the Purchasing Card (“P-Card”), personal credit card, University check, University cash advance or out-of-pocket cash.
If expenses are charged to a sponsored program, the terms of the grant or contract will take precedence if more restrictive than University policy. If you have questions, consult with your Program Administrator at the Office of Research Compliance and Administration.
Individuals should neither gain nor lose personal funds while conducting business on behalf of the University.
It is the responsibility of each traveler, as well as the supervisor approving the expenses, to comply with the provisions of the travel policy.
Are not reimbursable including:
Valet and laundry services
Health clubs and salons
Expenses for a spouse or family member will not be reimbursed.
Personal expenses must never be charged to the P-Card.
Travel expenses are reimbursed using a Check Request Form rather than a Travel Expense Reimbursement Report.
The Check Request Form and instructions are available at http://www.drexel.edu/depts/compt/ap/.
Are incurred while conducting ordinary and necessary business for the University such as fundraising, public relations activities and other University events.
Include meals, transportation, parking and tolls.
Business mileage rate covers all costs of operating the vehicle including:
Receipts for tolls and parking fees are reimbursed separately and not included in the business mileage rate.
Are funds requested by the traveler prior to the trip for meals and other out-of-pocket expenses.
Must be approved via the Travel Advance and Prepaid Expense Report by:
Advances will not be granted for prepaid expenses or expenses paid via the P-Card.
Travel advances are not issued to students and non-employees.
Advances are limited to not more than $100 per travel day, not to exceed $500 per trip.
Travel advances are issued only by check payable to the traveler not earlier than 7 business days prior to the trip.
If a travel advance is issued, a Travel Expense Reimbursement Report must be submitted to account for the advance even if the trip is canceled.
Limits the number of senior managers traveling together on University business in the same aircraft.
Consult the policy before making travel arrangements for University executives.
Requires the use of a U.S. flag air carrier for international travel in accordance with the Fly America Act.
If there is a need for an exception, travelers must complete a Justification Statement to certify the reason for the exception. The lowest airfare is NOT an acceptable reason.
The sponsored project travel policy is available at http://www.research.drexel.edu/administration/Travel/Travel.aspx.
Travel expenses paid via the P-Card are reported on the monthly P-Card Statement of Account (“Statement”).
The traveler’s supervisor must approve all travel expenses by signing the Statement.
Original receipts are required and must be reviewed by the traveler’s supervisor prior to approving the Statement.
Cardholders who arrange for travel for individuals other than their direct reports must obtain the approval signature of the traveler’s supervisor prior to submitting the Statement to the Procurement Office.
The original receipts are retained in the department, along with a copy of the Statement, for audit purposes. Original receipts for travel purchased with the P-Card are not to be sent with the travel reimbursement form, they are to be kept in a central location with your purchasing card documents in your department.
Refer to the P-Card overview at http://www.drexel.edu/procurement/card/overview.html for more information on using the P-Card for travel expenses.
Travel on sponsored projects charged to the P-Card requires a Travel Expense Reimbursement Report. Consult http://research.drexel.edu for the complete ORCA travel policy.
Do not submit your Social Security Number. Your Social Security Number is not required to process travel expenses and reimbursements.
Provide your employee ID instead and all of the information described on the forms.
If you do not know your employee ID, contact Computer Accounts Management Service at https://accounts.drexel.edu/BannerUPI_login_form.asp
Black out all but the last 4 digits of your personal credit card number on detailed receipts
Forms submitted without the required information will be returned to the employee.
Accounts Payable Office
3201 Arch Street
Or dropped off in the 3201 Arch Street lobby mailbox.
Must be paid by personal check to:
Must be submitted to the Accounts Payable Office with the travel report.
NEW Executive Air Travel Policy
Business Travel Expense Policy and Procedures
Business Travel Defined
What is Reimbursable and What is Not
Local Business and Entertainment Expense Policy
Mileage Reimbursement Policy
Current Mileage Rate
Business Travel and Expense Account Codes
ACCOUNTS PAYABLE OFFICE
215-895-2840 or 215-895-1462