Controller's Office Policies
TRAVEL PROCEDURES
All travel is regulated by the Board of Trustees Travel Policy (T92-031 Appendix B as amended January 22, 1997). These policies apply only to University Trustees, employees and students.
I. GENERAL INFORMATION
Before You Travel
University travel must be approved in advance by the traveler's supervisor. This approval is to be maintained in the traveler's department in whatever form the department chooses. If all travel expenses are to be reimbursed to the traveler upon return, no forms are required by the Controller's Office prior to the trip. Reimbursement will be made to the traveler upon receipt of a completed travel reimbursement voucher, signed by the traveler and the account signatory, by the Controller’s Office.
Where to Obtain Forms
The Pre-Travel Request Form and the Travel Reimbursement Voucher may be obtained from your departmental office, College Supply or the Controller's Office. These forms can also be obtained on the Controller's Office website. The Travel Advance form can only be obtained in the Controller's Office. The Travel Authorization Form and the Travel Amendment Form are no longer used.
Where to Send Completed Forms
Any approved forms are to be sent to the Travel Coordinator in the Controller's Office.
Questions
Any questions regarding travel regulations, form preparation, or acceptability of documentation should be directed to the Controller's Office Travel Coordinator,(617) 287-5124.
II. General Regulations
Reimbursement
Only actual and necessary expenses essential to the performance of official duties and in accordance with Trustee established travel regulations will be reimbursed. All claims for reimbursement require approval by the Traveler's Immediate Supervisor and the Controller's Office.
Extraordinary Situations
Any extraordinary situation not covered in these regulations should be discussed with the Controller's Office prior to the trip.
Cancellation
If an encumbrance was created and the proposed trip is not made, please notify the Controller's Office to cancel the encumbrance.
Responsibility of the Traveler
A traveler on University business is responsible for incurring travel expenses, which are necessary, reasonable and appropriate. It is the responsibility of the traveler to obtain valid documentation for all expenses acquired while traveling. University Travelers are required to obtain written authorization for travel from their director or department head prior to their departure. Travelers may not authorize or approve their own travel reimbursements. The traveler is responsible for prompt submission of travel related expenses and for accounting any advances received.
Responsibility of the Department Head or Director uthority and responsibility for approval and control of travel by employees rests with the director or department head. Prior authorization by the director or department head ensures that:
- Adequate funds will be available.
- The intent of the trip is University related business.
- The traveler has authorization to be away from the campus.
- The information contained on the Travel Reimbursement Voucher and the attached documentation is accurate and in accordance with all policies and guidelines.
Responsibility of the Boston Campus The campus is responsible for establishing travel management procedures that provide quality travel services for the employees while maximizing cost savings for the University. These responsibilities include:
- Establishing guidelines and procedures that meet IRS (Internal Revenue Service) criteria so travel reimbursements will not be reportable income.
- Establishing guidelines and procedures to ensure that all sponsored project travel meet contractual agreements.
- Direct travelers and department heads to accurately follow travel regulations and procedures.
Corporate VISA® Travel Card Program
The University provides a no-fee, individual liability corporate VISA®Travel Card to employees who travel frequently on University business as an optional method of paymentfor reimbursable expenses. The objectives of the University Corporate VISA®Travel Card program are:
- To provide employees with the added convenience, security and flexibility while traveling on University business.
- To reduce travel and administrative costs. The Corporate VISA®Travel Card provides many important features both to the employee and to the University. In addition to worldwide acceptance, it facilitates payment for most travel related expenses (e.g., airfare, hotel, conference fees) and provides essential travel data to the University.
Use of the Corporate VISA®Travel Card is strictly for travel and business expenses only. Personal charges may not be made on the Corporate VISA®Travel Card. The VISA®monthly statement is, sent directly to the cardholder and is due and payable in full each month. Cardholders are responsible for all charges made to their cards and for paying their cards on time. The University receives information on delinquent accounts.
Domestic Travel
Domestic travel is defined as travel within the United States and its Territories (Guam, Puerto Rico and the US Virgin Islands). Travelers are expected to use the most economical and logical mode of transportation available.
Cancellations of Non-Refundable Tickets
If it is necessary to cancel a trip, the traveler should ask the issuing agency or airline about the terms and conditions that apply. Penalties imposed as a result of canceling a ticket or fees assessed for reissuing a non-refundable ticket may be reimbursed to the traveler if there are extenuating circumstances that are documented in writing and approved by the Controller's Office.
Lost/Stolen Tickets
Lost or stolen tickets are not a reimbursable expense. Travelers should contact the issuing travel agency or airline.
International Travel & Per Diem
International travel is defined as travel outside the United States and its Territories (Guam, Puerto Rico, and the US Virgin Islands).
The traveler may use a per diem rate to obtain reimbursement for authorized travel outside the United Stated and its Territories (Guam, Puerto Rico and the US Virgin Islands). The University uses the US Department of Defense Foreign Per Diem rates which include meals, incidentals and lodging.
The current Federal per diem rate is applicable to international travel and may be used in all cases of international travel unless the traveler chooses to request reimbursement for actual expenses in which case, all receipts must be submitted with a Travel Reimbursement Voucher. When actual receipts are used, all reasonable expenses shall be reimbursed.
A traveler must choose either the receipted or per diem reimbursement method. The two methods CANNOT be combined.
Please contact the Controller's Office Travel Coordinator, (617) 287-5124 for the rates, which are published monthly by the federal government or check the website: http://www.dtic.mil/perdiem/pdrates.html
Immunizations
Immunization requirements are available from the Centers for Disease Control and Prevention (CDC).
Converting International Currencies
Travel Reimbursement Vouchers must be submitted in US Dollars with an explanation and translation of any international receipts and their conversions. The Traveler must use currency rates that were in effect when the travel took place. Therefore currency receipts should be saved and used for converting international currencies back to US Dollars on the Travel Reimbursement Voucher.
To convert international currencies the following calculation is used:
International Currency Amount *multiplied by* Exchange Rate = US Dollars
US Dollars /divided by/ Exchange Rate = International Currency Amount
Rates may be obtained from the Controller's Office (617) 287-5124 or at the Q&A Currency Converter web site: http://www.oanda.com
Personal Automobile Guidelines
The University will reimburse travelers the standard IRS (Internal Revenue Service) mileage allowance, effective January 1, 2006 is $0.445/mile. All mileage reimbursement prior to January 1, 2006 through September 1, 2005 is $0.485/mile. This mileage rate covers all automobiles expenses such as, fuel, maintenance, towing, repairs, tires, depreciation and insurance.
- In addition to the standard mileage allowance, necessary and reasonable charges for the following automobile related expenses are allowed: tolls, parking, fees for bridges, tunnels, etc.
- Non-Reimbursable expenses include: car repairs, traffic violations and fines/citations.
- If two or more employees travel in the same vehicle, only the employee who owns the vehicle can be reimbursed.
- Travelers will be reimbursed for mileage based on the MILO Mileage Guide for Massachusetts used by the Controller's Office. The most direct route is considered the shorter distance from the traveler's home or the Boston Campus to the destination point.
Commuting Expenses
Commuting between an employee's home and permanent place of work is not a reimbursable expense. If an employee is temporarily relocated at the request of the University, and must travel back to the University for business reasons, actual mileage will be reimbursed based upon the approved mileage rate.
Student Travel
Graduate students receiving a weekly paycheck may be eligible to receive travel advances. Graduate students not receiving a weekly paycheck and all undergraduate students may receive advances only from Non State Funds and only through a departmental faculty/staff member. This advance is made directly to the faculty/staff member who is responsible for the funds and for ensuring that the Travel Reimbursement Voucher is submitted within ten (10) days after the completion of the trip.
Non-Employee Travel
Travel expenses for non university employees, such as consultants, speakers, lectures, visiting professors and candidates for positions are reimbursed in accordance with Contract for Services and vendor payment procedures.
III. Points to Remember
Federal taxes on air fare are allowable.
Hotel receipts must clearly be marked paid or the credit card number and traveler's name must appear on the hotel bill. Reasonable tips for hotel bellhops, housekeeping service and porters are allowed when itemized. Taxes on hotel bills are allowed. If you are traveling with a family member and occupy a double room, you will be reimbursed at the single room rate. A hotel bill showing a zero balance can be proof of payment.
Only expenses of $25.00 or greater must be documented by an original receipt. Therefore, most conference registration fees will require receipts. If a canceled check is to serve as a receipt, then copies of both sides are required.
Telephone charges should be itemized, listing the number called and business purpose.
Date and actual time of departure and return must appear on reverse side of the Travel Reimbursement Voucher.
Business use of private cars is reimbursable at the allowable rate per mile. This is in lieu of reimbursement for gas and operating expenses. In addition, parking and tolls will be reimbursed if itemized on the travel reimbursement voucher. (Only expenses of $25.00 or greater must be documented by an original receipt.)
Rental Car Use - authorization from your director/department head is necessary to receive reimbursement.
The Signatures of the Traveler, the Traveler's Immediate Supervisor and the Account Signatory are required on the Travel Reimbursement Voucher.
Taxi, limousine, bus and subway fares are allowed when point of departure and destination are given. Any fare of $25 or more must be accompanied by original receipt.
The full per diem rate of $40.00 ($50 for Boston, New York City and Washington D.C) is allowed when an employee is traveling for at least 24 hours. One half the per diem rate is allowed when the travel status is at least 12 consecutive hours but less than 24 hours. There is no reimbursement for travel status less than 12 hours.
Request for reimbursement of Business Meal Expenses other than the per diem incurred while on travel status, must be accompanied with an approved Business Meal Expense / Authorization form.
STATE FUNDED TRAVEL - If travel spans over fiscal years (e.g.; trip is from 6/15 to 7/15), a Travel Reimbursement Voucher is needed for each fiscal year (one (1) set for 6/15 to 6/30 and the second set for 7/1 to 7/15).
GRANT/CONTRACT FUNDED TRAVEL - If travel extends beyond the ending date of a grant, the trip must be split funded and the portion beyond the ending date must be charged to another account.
IV. FORMS
The following forms may be required for the proper processing of travel expenditures:
- A Pre-Travel Activity Request (only if a prepayment, prepaid tickets, travel advance is needed or an encumbrance is desired).
- A Travel Advance Request (only if requesting a cash advance).
- A Travel Reimbursement Voucher
V. INSTRUCTIONS FOR SUBMITTING FORMS
Pre-Travel Activity Request (Click here for a sample form and instructions for completing)
This form is required if an advance is needed, the department wants to encumber funds, or for prepayment of tickets or registration fees.
Completed Forms must be signed by the Account Signatory. For travel on Grant funds, the purpose of the trip must be in accordance with the scope of the Grant.
Travel Advance Request (Click here to see a sample of the form)
To obtain a Travel Advance, a traveler must have a Travel Advance Request Form completed and approved by the Controller's Office. The approved form is then carried by the traveler to the Bursar's Office, during normal business hours (between the hours of 9:00 am and 3:30 pm). The Bursar's Office will retain two copies and return one to the traveler.
NOTE: The University no longer disburses cash for travel advances. Travel Advances are disbursed by the Bursar's Office in the form of a check payable to the traveler. The limit for an advance is $2,000.00. The Bursar's Office will not cash the check.
A Travel Advance is a personal advance to the traveler. It is the individual's responsibility to see that it is disbursed properly.
Advances may be issued only within ten (10) days prior to departure. An exception may be made for a required advance payment, such as a registration fee. Any remaining balance of an authorized advance is still subject to the ten (10) day requirement.
All advances must be picked up and signed for in person by the traveler.
Travel Reimbursement Vouchers must be submitted to the Controller's Office within ten (10) days after completion of the trip. No advances can be given if there is a delinquent advance outstanding.
No advances can be given after the trip has been taken.
After a Travel Reimbursement Voucher has been processed through the Controller's Office, the reimbursement funds will first be applied to the outstanding advance and if it is greater than the advance, a net check will be issued to the traveler for the excess. If the advance is greater than the reimbursement, the traveler will be notified to pay the difference.
Traveler's who do not file their Travel Reimbursement Vouchers or who do not settle their unpaid advance balances will have the funds taken by payroll deduction, in accordance with their signed agreement.
Graduate students receiving a weekly paycheck may be eligible to receive travel advances. Graduate students not receiving a weekly paycheck and all undergraduate students may receive advances only from Non State Funds and only through a departmental faculty/staff member. This advance is made directly to the faculty/staff member who is responsible for the funds and for ensuring that the Travel Reimbursement Voucher is submitted within ten (10) days after the completion of the trip.
The Bursar’s Office may institute additional advance requirements.
Travel Reimbursement Voucher (Click here for a sample form and instructions for completing). Send original and 1 copy of the Travel Reimbursement Voucher to the Controller's Office. The Travel Reimbursement Voucher must be signed by the Traveler, the Traveler's Immediate Supervisor and the Account Signatory. A signature by the Account Signatory for Grant or Sponsored Project Funded Travel certifies that the travel purpose and expenditures are in accordance with the terms of the Grant or Sponsored Project.
Original receipts for expenses of $25.00 or more must accompany the Travel Reimbursement Voucher.
In the case of conference registration, where usually there is no formal "bill" for this type of expense, proof of attendance (e.g.; canceled personal check, credit card receipt, attendance badge or a copy of certificate indicating participation) is required for documentation of this expense.
All travel reimbursement checks are made payable to the Traveler and are sent to the Bursar's Office. Any advances must be settled at the Bursar's Office prior to release of funds. The Bursar's Office will mail the reimbursement check to the Traveler's departmental address.
VI. INSTRUCTION FOR PREPARATION OF FORMS
A. Pre-Travel Activity Request form (Click here to see a copy of the form)
(This form is required only if an advance is needed, the department wants to encumber funds or for prepayment of tickets or registration fees.)
The Pre-Travel Activity Request is a two (2) part form. Both copies must be sent to the Controller's Office at least ten (10) working days prior to the date of departure. The Controller's Office will verify that funds are available, assign a trip identification number and return the Traveler's copy with the number. The Traveler's Immediate Supervisor should retain the signed copy.
1. Traveler - Name of the person traveling.
2. Date - Date form is typed.
3. Employee ID - Traveler's official University employee id number.
4. Departure Date - Date you plan to leave (if unsure of an exact date, indicate "On or About mm/dd/yy").
5. Department - Traveler's department name.
6. Return Date - Date your trip will end (if unsure of an exact date, indicate "On or About mm/dd/yy").
7. Destination &Purpose - Indicates all planned destinations and purpose of travel.
8. Expenditure Amount Allowed for Pre-trip Activity - Maximum amount the traveler will be allowed for pre-trip activity.
9. Prepayment of Conference/Registration Fee - When prepayment is required, attach a copy of the registration form and a Disbursement Voucher payable to the vendor.
10. Personal Advance - When traveler requests an advance for travel, traveler must sign a Travel Advance Request Form in the Controller's Office. Advances are only available 10 days prior to travel.
11. Prepayment of Airline Tickets - When traveler wants to have tickets prepaid through the campus travel agency.
12. Request to Encumber Funds - When traveler desires that an amount of funds be set-aside in the account.
13. Account Signatory - The person responsible for the Account.
14. Account Number - Enter the six (6) digit account number being charged.
15. Traveler's Name - Name of person traveling (last name/first name).
B. Travel Reimbursement Voucher (Click here to sample of the form)
The Travel Reimbursement Voucher is a form designed for the orderly reporting of expenses in accordance with the rules and regulations adopted by the Board of Trustees of the University. A complete original must be sent to the Controller's Office. All original receipts must be attached to the original of the Travel Reimbursement Voucher.
1. Name of Employee - Name of Traveler
2. Travel Id # - Travel Identification Number (starts with "BT")
3. Account #. - Account number for Instate Travel Reimbursement.
4. Employee ID - Traveler's official University employee id number.
5. State Car No. - State car's License Plate number, if applicable.
6. Date Prepared - Date Form is prepared.
7. Campus Address - University Departmental Address.
8. Home Address - Residential (legal) Address.
9. Date- list each day of trip separately with related expenses.
10. Description - Indicate purpose of the trip, time of departure and return, and specific information on special hotel rate charges, taxi fares, conference registration fees, housekeeping service, bellhop service, business telephone charges (including the phone number), parking, tolls, etc. per day.
11. Miles - Total miles traveled in private vehicle.
12. Amount - Total Miles multiplied by the allowable rate per mile, call 287-5124 for the current rate.
13. Hotel - Daily hotel rate (do not include meals, snacks, movies, etc.)
14. Fares & Tolls - Plane, train, fares, etc. and any tolls incurred
15. Meals - Indicate allowable per diem rate for each day of trip $40.00 ($50.00 for MA, NYC, and DC) per 24 hour period.
16. Other Travel Expenses - Indicate parking, business meals, and other specific travel expenses (e.g.; bellhop services, housekeeping service, business telephone calls, etc.)
17. Total Expense - Total all expense across each row
18. Totals - Total all expenses in each column
19. Traveler - Traveler's signature
20. Supervisor- Signature of the traveler's immediate supervisor.
21. Account Signatory - Signature of the Account Signatory.