Travel Policy

Click here to download the Travel Policy (PDF file)

TABLE OF CONTENTS

1.GENERAL POLICY

a.Eligible Traveler
b.Eligible Charges
c.Reimbursement Policy
d.Approval Authority and Required Signatures
e.Authorization Prior to Travel
f.Sponsored Projects Regulations
g.Economical Transportation Requirement
h.Limitation on Group Travel
i.Departmental and Lab Discretion/Guidelines
j.Travel Arrangements
k.Travel Prepaid Expenses and Cash Advances
l.Cancellations and Refunds

2.TRANSPORTATION

2.1 Mode of Public Transportation

a.Economy/Coach Fare
b.U.S Air Carriers Requirement- Foreign Travel
c.Cab/Car Service

2.2 Private Automobile Travel

a.Mileage Reimbursement
b.Automobile Related Expenses

2.3 Rental Car

a.Rental Reimbursement
b.Car Rental Insurance (pending validation)

2.4 Other Transportation

a.Private and Rented Plane Traveling

 

3.MEALS AND LODGING

a.Standard Lodging Required
b.Meals and Lodging Reimbursement
c.Extended Stays

 

4.MISCELLANEOUS TRAVEL EXPENSES

a.Telephone, Fax, and Computer Connections
b.Excess Baggage
c.Costs Related to Foreign Travel
d.Dry Cleaning/Laundry

 

5.RECORDS AND REIMBURSEMENTS

a.Required Receipts
b.Meals and Beverage Receipts
c.Missing Original Receipts
d.Institute Reimbursement
e.Third Party Reimbursement
f.Non-Reimbursable Expenses

 

6.TRAVEL INSURANCE

a.Eligibility
b.Basic Coverage
c.Limits

 

7.TRAVEL EXPENSES OF COMPANION AND OTHER UNUSUAL TRAVELERS

a.Companion Travel
b.Employee Candidate Travel
c.Speakers and Guests of the Institute
d.Consultant