Controller's Office Policies
University of Massachusetts Boston Traveler’s Reference Guide
This pamphlet is intended to be a quick reference guide for travelers and account managers. Revised travel policies, procedures and forms are provided in the Accounting Manual. Any questions you have regarding University travel, including current meal per diem and mileage rates, can be directed to the Controller's Office at 7-5120.
Before You Travel
Authorization - All University travel must be approved in advance by the traveler’s supervisor. This approval is to be maintained in the traveler’s department in the 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 campus Controller’s Office.
Pre-Travel Activity – A REQUEST FOR PRE-TRAVEL ACIVITY form must be completed and submitted to the Controller’s Office if one or more of the following conditions exist:
- Traveler requests direct payment by University of pre-trip expenses (e.g. airfare through University designated travel agent, conference fees)
- Traveler requests advance of funds from University
- Traveler and/or account manager want cost of trip encumbered, to ensure commitment of funds
Airfare – All air travel should be arranged at the lowest applicable economy-class airfare. Travelers may use one of the campus designated travel agents – contact the Travel Office at 287-5124 for current list. Tickets obtained through the designated agent will be
paid for directly by the University, and charged to the funding account. To use the pre-payment option, the traveler must submit a REQUEST FOR PRE-TRAVEL ACTIVITY form to the Controller’s Office. A travel log number (BT#) will be issued, allowing the traveler to make arrangements directly with the travel agent. Tickets obtained through other means must be paid for by the traveler, who may be reimbursed after traveling, upon submission of a completed travel reimbursement voucher.
Conference Registrations/Fees – A traveler may choose to have approved conference fees paid for directly from University funds. To do so, the traveler must provide a completed disbursement voucher with a REQUEST FOR PRE-TRAVEL ACTIVITY form 3 weeks prior to the conference registration date. Otherwise, conference fees are paid by the traveler and reimbursed on the basis of a completed travel reimbursement voucher.
Advances – A traveler may request a personal advance of funds. To do so, the traveler must submit a REQUEST FOR PRE-TRAVEL ACTIVITY form to the Controller’s Office and obtain the Travel Advance Request form.
While You’re Away
Receipts – Keep receipts for all travel expenses of $25 or more for which you want reimbursement. Travel expenses less than $25 (e.g. tolls, parking ) do not require receipts; however they should be itemized on the travel expenses voucher. (See Meals below for specific exception.)
Lodging – Lodging expenses are reimbursed at a single room rate.
Meals - Meals are reimbursed on a per diem basis, which includes gratuities. The per diem amount – currently $40 ($50 for Boston, New York City & Washington D.C.) may be paid for every day that the period of travel exceeds 12 hours. No per diem will be paid for periods of travel less than 12 hours. [Note: Travel departure and return times are used to determine per diem allowances.
Privately-Owned Vehicles – The use of a personal vehicle at the approved rate – 44.5¢ per mile as of 1/1/06. This rate includes the cost of fuel and other operating expenses.
When You Return
TRAVEL REIMBURSEMENT VOUCHER – Prepare and submit a completed voucher to the Controller’s Office within 10 days of your return for prompt settlement of travel expenses. Note: On the voucher list only those items for which you seek reimbursement. Do not include conference fees or airfare that have already been pre-paid by the University.
Permissible vs. Non-Permissible Expenses
Permissible Expenses
All university travelers are expected to incur reasonable travel expenses that result in the lowest cost to the University. The following items are a representative list of expenses that are generally reimbursable:
- Air travel booked at lowest available coach fares.
- Lodging for approved business travel in moderately priced single occupancy accommodations.
- Meals while on travel status (based on per diem meal allowance.)
- Tips for bellhops, baggage handlers, taxis, maid service.
- Telephone charges while on travel status, relating to business.
- Mileage allowance for personal automobile use while on university business (based on the current authorized rate as per the university travel guidelines).
- Tolls, parking, etc., while away from campus on university business.
- Taxis and other local transportation while on travel status.
- Rental car, most economical rental available.
- Conference fees.
- Passport, passport photo and visa fees for authorized international travel.
- Cost of traveler’s checks purchased in connection with business travel.
- Other business expenses as addressed in the University Business Expense Policy.
Non-Permissible Expenses
The following items are a representative list of expenses that are not eligible for reimbursement. However, the list is not all-inclusive.
- Airline stopover charges (additional airfare, lodging, etc. when made for personal convenience).
- Optional travel insurance, including air travel, auto rental and lost luggage.
- Articles stolen while on travel status.
- Car rental charge over economy rate (unless necessitated by specific business reasons).
- Gasoline and other operating expenses for personal car.
- Laundry, valet service and similar items (since they are considered personal expenses).
- Loss or theft of a cash travel advance or personal items.
- Personal credit card membership dues, fees or charges including liability insurance for lost cards(s) or use by unauthorized third parties.
- Personal expenses (i.e. toiletries, barber, masseur, city tours, personal entertainment, etc.) while in travel status.
- Telephone charges from airplane.
- Traffic fines and parking violations.
- Transportation between home and work location when not in travel status.
- Unauthorized trips or entertainment.
- Mini-bar services in a hotel, in-room movies, and newspapers.
Current Travel Agencies That accept BT#’s
Oriental Tours and Travel (OT&T)
890 Winter St.
Waltham, MA 02451
1-800-666-8822
Atlas Travel
130 Cedar St.
Milford, MA 01757
1-800-362-8626
Rosenbluth Intl.
50 Federal St - 7thfl
Boston, MA 02110
1-800-677-6778