Travel Policy

Millersville University Travel Policy

These travel expense regulations are applicable to management and all non-coalition bargaining unit employees of Millersville University (hereafter referred to as "university"). In cases where specific travel matters are addressed in the collective bargaining agreements of employees covered by this policy, the collective bargaining agreements shall take precedence over this policy. An employee not covered by this policy should refer to the appropriate provisions of the collective bargaining agreement covering the employee's classification.

The university president (or designee) may authorize travel on official business at university expense. All persons who travels at university expense are expected to exercise prudence and economy.

Reimbursement to employees for official travel shall be made on the basis of approved travel expense vouchers. Each voucher must be signed by the employee and by the employee's supervisor, dean, or department chair, with the exception of the university president, whose travel vouchers shall be submitted to the Vice President of Finance and Administration. Employees are liable for repayment of expenditures disallowed by any audit of a travel voucher or other travel related documents.

At the discretion of the university president (or designee), amounts may be advanced up to the sum $500.00 to employees, with such advances to be deducted from the allowable reimbursement. Employees receiving such advances shall file a settlement travel voucher within twenty working days of return from the travel. No further travel advance shall be granted until a settlement voucher is filed from the previous advance.

Travel Approval Information

  1. All official university travel requires approval by the traveler's supervisor, dean, or department chair and travel outside of the United States must be approved by the university president prior to taking the trip. The Financial Manager's signature of the fund / orgn. listed on the Travel Request.
  2. A Travel Authorization Form must be completed, signed by the traveler and approved by the traveler's supervisor, dean, or department chair and Financial Manager. The completed form will serve two purposes: it will authorize the travel and the incurrence of travel expense, and it will encumber the estimated travel cost against the departments operating budget.
  3. The completed Travel Request Form should be sent to the travel clerk in the Purchasing Dept.
  4. The projected amount of travel expense will be encumbered against the traveler's operating budget. The encumbrance will be relieved after the travel clerk in the Purchasing Dept. has received the Travel Expense Voucher for the trip. The travel Expense Voucher should be completed for each trip within two weeks after the travel has been completed.

Travel Status Information

  1. Overnight Travel Status: Employees are considered to be in overnight travel status only if they are traveling on approved university business away from both home and official headquarters. Either fifty (50) miles or one and one-half (1½) hours of travel time at a normal rate of speed are considered reasonable commuting distances, subject to weather, itinerary, and time considerations.
  2. Non-Overnight Travel Status: Employees are considered to be in non-overnight travel status if they are traveling on approved university business away from both residence and official headquarters, but are not entitled to reimbursement for overnight lodging in accordance with the provisions of the preceding paragraph.

Official Headquarters: "Official headquarters" shall be the building to which the employee is normally assigned.

Employees shall be entitled to receive reimbursement of expenses incurred in the performance of their official duties within prescribed maximum rates.

Responsibilities

Employees are responsible for ensuring that expenses claimed on travel expense vouchers are proper and accurate. As directed by SSHE policy, careless, fraudulent, or negligent preparation of a travel voucher will require financial restitution and may result in disciplinary action. Also, a traveler who knowingly presents a false, fraudulent, or fictitious claim may be subject to penalties under criminal statutes.

Department heads are responsible for reviewing and approving travel requests and travel expense vouchers to ensure the propriety and correctness of expenses incurred.

The Purchasing Office is responsible for pre-auditing travel requests and vouchers to ensure compliance with University policy.

All persons who travel at University expense are expected to exercise prudence and economy.

All travel shall be by the most direct and expeditious route. When an employee travels directly from home to a travel site, the distance from home or the University, whichever is shortest, will be used to compute mileage.

When traveling with other employees, travelers should obtain separate receipts and submit only their own expenses on Travel Expense Vouchers. This is necessary in order to avoid duplicate payments.

All modes of transportation are authorized consistent with and appropriate to the requirements of an assignment and the efficient and economic conduct to official business.

1. Personal Automobile

Actual mileage incurred by an employee on official business will be reimbursed at the mileage established by the chancellor (see appendix). An employee traveling as a passenger in a personal automobile is not entitled to mileage reimbursement.

The mileage rate reimbursement is the only reimbursement the employee may receive for use of a personal automobile on official travel, except for parking and tolls (see item E. 3). The reimbursement rate includes depreciation, fuel, insurance, fees, licenses, oil, repairs, tires, and all accessories.

When an employee drives his/her own vehicle for Commonwealth business, whether of not reimbursed for mileage:

  • The employee's own insurance is primary (in all cases)
  • The employee should notify his/her insurance company of this business use. This may result in an increase in the employee's insurance premium, however, if the employee is receiving reimbursement for mileage, there is a built-in factor for insurance expense to possibly cover the additional premium.
  • The Employee Liability Self-Insurance Program provides excess insurance for the employee using his/her own vehicle for Commonwealth business, providing that mileage reimbursement will be made. Excess coverage is limited to bodily injury coverage and limits of $15,000 each person and $30,000 each accident.
  • If an employee chooses to drive their personal vehicle, then their personal auto insurance would be considered primary for repair/replacement expenses. The Commonwealth provides excess "liability" insurance coverage (liability coverage addresses claims against the individual that may result from their actions) when the employee's policy limits are exhausted. It is strongly recommended that employees seek prior approval from their department head before they take their own vehicles.

2. Commercial Transportation

The most economical means available, including automobile rentals, should be used consistent with the purpose and constraints of the travel. An employee, who does not use the most economical means of travel available consistent with the purpose and constraints of the travel, will be reimbursed as if the most economical means of travel had been used.

Employees are not permitted to use, for personal travel, frequent flyer miles or credits of any other kind obtained as a result of university paid travel, regardless of funding source. However, employees may use such credits on other university business travel. An employee may not be compensated or reimbursed for using credits obtained as a result of personal travel to obtain tickets for official university travel. Employees must take adequate precautions to segregate credits obtained from university travel from credits obtained from personal travel.

3. Miscellaneous Expenses

Employees may be reimbursed for business expenses incurred for such items as telephone, telegraph, registered or certified mail, taxi, local transportation, and other miscellaneous expenditures. Charges for laundry, dry cleaning, or other personal services are not reimbursable unless the employee is in continuous travel status for more than five days.

Employees may be reimbursed for parking, tolls, and similar expenses, regardless of the type of vehicle used (i.e., personal, rented, or university). Receipts are required for all miscellaneous expenses.

Employees may not be reimbursed for the cost of citations for traffic violations of any kind, regardless of the type of vehicle used.

Itemized receipts are required for any single miscellaneous expense reimbursement requested for amounts in excess of $35.00.

4. Overnight Lodging

Lodging costs are limited to rates established by the chancellor who may also set separate rates for high cost areas (see appendix). Lodging costs may be paid directly to the provider by the university (see Section D for use of Hotel Orders) or reimbursed to the employee. Reimbursements to employees are limited to the actual cost of lodging and must be supported with receipts. Employees may not be reimbursed for personal services such as the incremental cost of lodging family members or friends, movies, recreational charges, etc.

Employees are required to identify themselves as university employees and request state or governmental rates when obtaining price quotations for lodging. Lodging costs in excess of the maximum are authorized as follows:

  1. When lodging cannot be located with a reasonable effort within the maximums listed in the appendix.
  2. When employees must stay in a specific hotel or motel where their presence is required by the nature of the official business.
  3. When employees reside at a host establishment while attending a conference or convention on official business.
  4. Claims for lodging and meal expenses will be allowed under the American Plan (i.e., when the cost of lodging and meals is contracted as a package) when contracted for at the minimum rate, and when incurred by employees residing at a host establishment while attending a conference or convention on official business.

A complete explanation of lodging costs in excess of the maximum must be included on the travel expense voucher.

5. Subsistnence

Subsistence shall be paid as follows:

  1. Overnight travel status
    1. Employees in overnight travel status may be paid for the actual cost of meals and other subsistence expenses, up to maximum rates listed in the appendix. The subsistence rate shall cover meals, tips, tax, and all other expenses not specifically addressed in this policy, for each 24-hour period spent in a continuous overnight travel status. The travel period begins at any time of day or night that the employee leaves headquarters or residence to embark upon overnight travel on official business. The chancellor may set separate subsistence rates for high cost areas.
    2. For overnight travel not part of a full 24-hour period, the subsistence rate shall be prorated (rounded to the nearest dollar) as follows:
      3. 0 minutes to less than 3 hours No reimbursement
      3 hours to less than 6 hours 25%
      6 hours to less than 15 hours 62.5%
      15 hours to less than 24  hours 100%
    3. The maximum allowable reimbursement amount must be reduced for meals provided to the employee at no cost, included in a registration fee, facility rental, or the cost of lodging.
    4. Non-overnight travel status
      1. An employee who works more than two hours before the normal start of the work day or more than two hours past the scheduled quitting time in non-overnight travel status will be reimbursed for the cost of a meal up to a maximum of $8.00 only if the travel assignment takes the employee 50 miles (one way) or more for both residence and headquarters.
      2. Reimbursement for the cost of noonday meals is not permissible for employees not engaged in overnight travel except as specifically provided for in this directive or in labor agreements.

    6. Expenditures Incurred While Not in Travel Status

    Reimbursement may be made for incurred meal expenses only when the meal is an integral part of the business meeting and includes employees from more than one State System entity or participants who are not State System employees. Each of the universities, each of the university councils of trustees, the Office of the Chancellor, and the Board of Governors are State System entities. The branch campuses are not separate entities, but are considered part of their respective university entity. The Dixon University Center is part of the Office of the Chancellor entity.

    The business purpose of the meeting must be documented on the voucher. Receipts are required for this reimbursement.

    Employees on official business may receive reimbursement for the actual costs incurred for meals in connection with workshops, organization luncheons, business meetings, or similar events. Original itemized restaurant receipts are required for this reimbursement. The credit card receipt showing only the total expenditure is not considered sufficient. Such events must meet the following criteria:

    1. The employee's immediate supervisor must approve the employee's attendance at the event.
    2. The meal must be an integral part of the event.
    3. The event must have a business purpose, which must be documented on a voucher.
    4. The event must include employees from more than one State System entity or participants who are not State System employees.