The travel agreement authorizes the University to recoup any unallowable expenses charged to the Purchasing Card via payroll deduction. Meal per diem reimbursement will be based on destination and will be at 75% of the full per diem for one-day travel. Personal expenses charged to the hotel bill such as in-room movies, laundry, mini-bar service, grooming, or exercising expenses are not allowable and are not eligible for reimbursement. Each Admission Classification requires particular supporting documentation prior to payment being made. For all other international travel, an export review may be requested from the University Office of Export Compliance. To calculate this correctly, take the amount you want the payment to be and divide it by 70%.
See the for guidance as to required documentation. Documentation Required The traveler is responsible for documentation to prove that any personal travel did not result in additional costs for the University. Charter Travel When commercial transportation does not accommodate the specific schedule and needs of a group of travelers, there are approved methods and vendors to be used to secure charter transportation. Travel advances are generally discouraged, and must be regarded as a last resort for handling travel expenses. Example: Individual leaves New York on Dec. Taxability of International Travel with Personal Use International travel frequently consists of both business and personal components.
Citizen such as a P-card payment for travel costs, such as airline or hotel, departments are still required to collect documentation from the Non-U. Please make sure you are using the most current version of these forms available through this site. All itemized receipts are to be properly organized by date and taped to an 8. Itemized receipts are required for all business group meals. Information about the Graduate School's. If an employee travels from home to another location, and then continues on to their primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable. Please contact Admissions directly to make arrangements to use that vehicle.
The determining factor for identifying the use of a U. Alcohol Restrictions For business group meals, alcohol may only be charged to unrestricted donor funds with appropriate approval, and generally only at events involving guests and donors. Travelers need to be aware that there is no guarantee of safety when using such services. Consistent Application Travel expenses are to be reimbursed uniformly throughout the University. Any injury to persons or damage is to be reported to the Risk Management and Privacy Office as soon as possible. Please remember to refuel the rental car.
Making Rail Reservations For domestic travel, travelers may book their own rail tickets at the. Philosophy The personal safety of the traveler, the wise use of the traveler's time, and the practical aspects of the itinerary are all to be considered in the determination of travel plans. Check the Amount Due Employee for the amount to be direct deposited and the Amount Owed the Company for an amount that may be a payroll deduction. Penn State will not pay or reimburse for travel costs incurred for non-Penn State business travel, including private consulting, which produce incremental costs beyond those required for the Penn State portion of the trip. Connections to Internet services will not be reimbursed from sponsored research projects, but are eligible for reimbursement from other sources. Assist with the planning and preparation for Penn State Altoona sport camps and clinics. If this is not done, you will be requested via email to supply the necessary documentation.
Penn State travelers making air reservations can log on to or , contact a travel agency, or book through an outside booking site. Gather information and compile reports for the faculty athletics representative. In addition, travelers need to be aware that booking trips with multiple carriers carries a higher risk for travel interruption, lost baggage, and difficulty in obtaining refunds than booking through a single carrier, where possible. If you have questions, for help. The other two days of meals and lodging are considered personal and are not reimbursed.
Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If the travel is funded by a sponsored award, the settlement should be completed within 30 days. However, all eleven days Dec. Portions of this quick reference document are based on documents provided, with permission, by the University of Michigan's Cosign information. Luggage Charges: The University will reimburse for the first checked bag. Citizen an official letter of invitation.
You will be notified of the decision by email. However, the incidental per diem amount per day may still be claimed at the traveler's discretion. Description Serve as the primary reception staff member in the department suite. Documentation should be maintained clarifying why the particular person is traveling, why the travel is necessary and how it benefited the project. To determine the appropriate cost sharing, the traveler should submit price quotes for the cost of car rental for the business portion only. All employees must confirm the amounts being submitted for settlement for accuracy. Print completed form and submit with all itemized receipts and supporting documentation.
Cost savings measures when traveling by car are provided below. Layovers or connecting cities do not need to be included unless you plan on incurring travel expenses associated with overnight stays e. Continual Travel Employees who need to travel on a continuous basis such as Agricultural Extension Educators or on extended travel may settle their expense accounts every 30 calendar days. Faculty and Academic Affairs staff are to complete the personal and travel information fields at the top of the. Only bus companies on this list are approved for University use. The claim for reimbursement should represent only those meals consumed and paid for by the employee while on business travel.