Financial Services Manual (FIN)
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| Effective: 6/21/1983 |
Revised: 7/1/2009 |
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FIN 505–02: Out-of-State Travel Reimbursement |
Purpose
To allow university employees to travel out of state on official university business. Also, on an as-needed basis, to allow students to travel when specifically approved by the college or department.
Sources
Internal Revenue Service regulations
Arizona Revised Statutes § 38–626
Policy
Out-of-state travel expenses are documented using the Travel Authorization/Claim form. To receive full reimbursement, original receipts and other supporting documentation must be submitted with the form. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made.
Travel Authorization Side of the Form
Reimbursement for out-of-state travel expenses will not be approved and processed unless the travel authorization side of the Travel Authorization/Claim form has been completed and approved. If the claim for reimbursement is $5,000 or greater and the estimated travel expenses were authorized for an amount less than $5,000, the approval of a dean or vice president or a business manager reporting to a dean or vice president, in addition to ATO approval, is required for processing the reimbursement.
Authorized Account Signer
If the authorizing travel official (ATO) is not an authorized account signer for the agency/org being charged, the authorized account signer’s approval may also be required by the agency/org.
Claim Side of the Form
The claim side of the Travel Authorization/Claim form is used to reimburse out-of-pocket expenses and to repay any advances received by a person traveling on university business (see FIN 505–01A for a flowchart outlining the travel reimbursement process). Prepaid, direct billed expenses and advances for the trip must be deducted on the “LESS PAID BY ASU” and “LESS TRAVEL ADVANCE” lines of the form.
The Travel Authorization/Claim form must be completed and any unspent travel advances repaid to ASU within seven work days after a trip is completed. If a traveler receives a travel advance and does not submit a Travel Authorization/Claim form and/or does not repay ASU for unspent monies from a travel advance, the university seeks recovery of the advance through payroll deduction. (The IRS requires that any unspent travel advances be returned to the university in a timely manner.)
The traveler is responsible for ensuring that the Travel Authorization/Claim form is completed and delivered to Travel Reimbursements along with the appropriate receipts and documentation. (The IRS requires that all travel expenses be substantiated.)
Reimbursement for Lodging Costs
Reimbursement requests for actual lodging costs must be supported by an original lodging receipt and, in the case of a conference or formal meeting, a copy of the complete conference announcement or program that shows the lodging rate, meals provided, and the opening and closing dates. The lodging rate should be circled. Lodging will be reimbursed at the index rate as described in FIN 509, “Meals and Lodging,” if this information is not provided. Daily expenses such as per diems and lodging must be accounted for on a daily basis, rather than totaled as a lump sum expenditure.
Reimbursement for Meal Expenses
Meal per diems are not allowed when meals are provided at no additional cost at a conference or by an airline. Meal per diem allowances include incidental expenses. Domestic per diems are based on the travel destination/city where lodging was provided (see FIN 509, “Meals and Lodging,” for the applicable per diem rate).
Reimbursement for Travel
Reimbursement for travel is limited to the expenses of travel by the most direct and usually traveled route. Travelers traveling by an indirect route for their own pleasure and convenience will not be reimbursed for subsistence and travel expenses in excess of those that would have been required for travel by the most direct route. The university may also require a traveler to charge such excess travel time to vacation leave. See FIN 512, “Transportation,” for information on travel reimbursement.
Reimbursement for Rental Vehicles
Reimbursements for rental vehicles are made if:
- justification for the use of the rental vehicle was made on the car rental section of the Travel Authorization/Claim form
- the traveler has attended defensive driver training within the past three years before renting the vehicle
and
- the request for a rental vehicle was signed by an ATO.
Reimbursement for Additional Expenses
Additional subsistence expenses incurred as a result of using a Fleet Service vehicle or personal vehicle rather than faster means, such as an airplane, are not allowed when such use is not in the best interest of the university.
Post-Settlement Adjustment
Subsequent to the initial reimbursement of travel claim expenses, an audit or other review may identify an error that resulted in an over- or underpayment to the traveler. In these cases, a repayment to the university by the traveler, or an additional payment to the traveler by the university, will be made regardless of the timeframe and funding source.
Receipts for Reimbursement
In order to receive reimbursement for travel expenses, the traveler must complete the Travel Claim form and provide all applicable original receipts (itemized when available). For information on receipts and/or documentation required for reimbursement, see FIN 511, “Receipts and Itemization.”
Potential ASU Foundation Reimbursement
There is an option in those cases where a request for reimbursement is less than completely paid by ASU due to the restrictive state rules. That option is to submit a request for disbursement for any unreimbursed portion to the ASU Foundation for payment by funds maintained in an ASU Foundation account by the requestor’s campus, college, or unit. If this option is pursued, the requestor must determine that the campus, college, or unit has funds at the ASU Foundation that permit this additional reimbursement. Sometimes this approach works, sometimes it doesn’t, but it is worth considering. The campus, college, or unit business office should be able to assist in making this determination. The ASU Foundation requires the requestor to submit a copy of the request for reimbursement that was submitted to ASU, along with its request for disbursement form, properly completed and approved. ASU Foundation forms are available through ASU MS Outlook.
Reimbursement by a Third Party
A traveler who receives reimbursement from a third party for travel expenses claimed on the travel reimbursement must return those funds to ASU. The returned funds shall be deposited to the agency/org and object/sub object code where the travel reimbursement was processed. This includes any travel pre-payments made by ASU.
Procedures
Out-of-State Travel Reimbursement
For a flowchart of the out-of-state travel reimbursement process see FIN 505–01A.D
| Responsibility
|
Action
|
|---|---|
| Within seven work days of completing the trip: | |
| Traveler |
|
| If the actual cost of the trip exceeds the estimated expense total by the greater of $100 or 10 percent: | |
| Authorizing travel official |
|
| If travel expenses are less than the travel advance received: | |
| Traveler |
|
| Travel Reimbursements |
|
endtable
Instructions for Completing the Travel Claim Side of the Travel Authorization/Claim Form
Date
Record trip dates corresponding to the days of the week.
Travel from
Indicate the departure city of the trip.
Travel to
Indicate the destination city of the trip.
Time
List the departure and arrival times.
| Note: | Per diems cannot be reimbursed without this information. |
Airfare
List airfare on the corresponding day and indicate amount on the “LESS PAID BY ASU” line, if ASU directly paid the airfare to a contracted travel agency. The itinerary and passenger coupon must be attached as described in FIN 511.
Lodging
List the lodging expenses for each corresponding day. Comply with the lodging expense limits described in FIN 509. Lump sums totals are not permissible. Original receipts (itemized when available) must be attached.
Per Diem
Indicate per diems by meal and day based on the reimbursement schedule in FIN 509. Leave blank if meals are provided at no extra charge. Original receipts (itemized when available) do not need to be attached. If other than the default per diem is claimed, the city or county of destination must be identified.
Car Rental
Indicate the car rental cost on the day the vehicle was returned. Original receipts (itemized when available) must be attached as described in FIN 512. Additionally, the traveler who rented the vehicle must have attended defensive driver training within the past three years before before renting the vehicle. See EHS 119, “Motor Fleet Safety,” for additional information.
If the car rental was not justified and approved on the authorization side of the form, the rental must be explained and the authorizing travel official (ATO) signature obtained on the claim side of the form.
Registration Fees
List fees on the corresponding first conference day and indicate amount on the “LESS PAID BY ASU” line, if ASU paid the registration fees directly. Attach a copy of the program, showing the name and location of the meeting and the beginning and ending dates.
Miles x Rate
If claiming mileage, multiply miles driven by the current mileage rate as listed in FIN 512.
Other
List any other expenses incurred on the corresponding day. Attach receipts documenting other expenses as described in FIN 511.
Total
Total all columns.
Less Paid by ASU
Deduct expenses paid directly by ASU.
Less Travel Advance
Deduct travel advance received, if applicable.
Balance Due Traveler
Record balance due the traveler. Attach a check payable to ASU if travel expenses are less than travel advance received.
Traveler’s Signature
The traveler’s signature is required. The signature certifies that the listed expenses are valid university business expenses and that the traveler has attended defensive driver training within the past three years before renting a vehicle, if applicable.
Explanation
Identify foreign exchange rates or detailed descriptions pertaining to the reimbursement.
ATO Signature
If total expenses exceed amount originally authorized by the greater of $100 or 10 percent, an ATO signature for the overage is required.
Note to the Traveler
All original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. Receipts must be taped or stapled to an 8 1/2-by-11-inch paper. Any justification for an expense must be noted beside the receipt. Do not tape one receipt on top of another or paper clip attachments. Multiple pages must be stapled in the upper-left corner. The department should keep copies of all receipts for future reference.
When a travel claim form requires two or more pages due to travel lasting more than one week, photocopy the form prior to filling out the claim section, and fill in subsequent weeks on the copied forms. A grand total for the total reimbursement must be indicated on the final page. Claims will be returned to the traveler if the form is not completed correctly.
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