Travel & Expense Procedures (310) related to SLT Policy 6.18
Date of Last Update: Procedures Effective May 2, 2023
Responsible Office: Business and Finance
Overview
本文件旨在为教职员工提供有关大学旅行规定和程序的指导. 有关政策、程序或旅行安排的问题，请致电商务部门 & Finance office at 616-331-2203.
PROCEDURES
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AUTHORIZATION
Unless exigent circumstances exist, travelers shall have pre-authorization from their Supervisor, Department Head, Dean, Director, Appointing Officer (AO) or Executive Officer before traveling. 旅行者应该通过Concur Request模块获得批准，或者应该从其委派的旅行审批人那里获得批准. 旅行审批人可以预先授权一个财政年度的资金使用. 如果事先批准旅行，旅行核准人仍负责支付费用. 获得预先授权的旅客可通过Concur使用在线预订功能或旅行社协助选项. 行政干事的旅行由委派的行政支助人员安排和批准.
Concur的审批层次结构将在Banner审批应用程序中手动更新. 部门行政人员将负责为其部门差旅人员和个别主管和/或任命人员更新此申请, based on the approval hierarchy set by the appropriate Dean/AO/EO. 这些表格将由财务质量保证小组定期审核.
ARRANGEMENTS
Employees: Each traveler is responsible for arranging their own travel schedule, booking reservations, and payment of expenses using the University Purchase Card (P-card), if issued to an employee, as the payment method. 每年旅行不超过两次的员工/旅行者不需要获得大学旅行p卡. 未获得p卡的旅客可使用旅行政策中指定的其他付款方式. 旅行应通过Concur Travel预订模块或直接通过大学首选的旅行社安排, CTP.
University Guests/Groups: 接待部门负责协调大学客人和非员工团体的旅行安排. If a University guest must book their own travel, 可以从主管或授权审批人处获得使用预订平台的例外. 团体旅行应直接与CTP的团体旅行专家安排，以协助预订空中和/或地面交通工具, hotel accommodations, car/van rentals or bus charters. If the agency is unable to book all or part of the travel, the group may book travel directly with a preferred vendor, using the University P-card for payment. 需要GVSU团队旅行计划人员的电子邮件作为证明文件，证明团队旅行服务是请求的，但无法从CTP获得.
TRANSPORTATION
Commercial Airlines
所有机票必须通过Concur平台或GVSU的首选旅行社(CTP)预订。. 所有GVSU旅客的机票将通过与旅行社或预订平台相关联的既定大学支付方式支付. 机票必须订最低的经济舱或经济舱.
Charter Air Service
如果通过比较旅行成本和旅行者的时间限制来衡量对大学有利，则可以批准包机服务.
Personal Aircraft
禁止使用员工拥有或租用的飞机进行大学商务旅行. 所有大学的航空旅行必须预订定期商业航空公司或大学包机.
Public Transportation
Taxis, ride share, buses, subways, limousines, etc. are reimbursable at full fare for University business.
Rental Vehicles
当商业运输不可行或不可行时，允许使用租赁车辆. 如果出于旅行目的需要，可以租用车辆在州外目的地使用. Contact CTP for assistance with rental vehicles.
Pool vehicles are available for local group travel. Contact Facility Services to arrange a pool vehicle. http://361koiwl.web-hosting-mexico.com/facilitiesservices/allendale/gvsu-motorpool-vehicle-rental-options-allendale-campus-29.htm
- 当通过旅行社预订和取车时，需要一张主要的信用卡作为担保. A P-card should be used for security and payment. 租赁协议表格和收据必须作为支持文件提交到“同意”.
- 燃料，如果没有包括在租赁协议中，是一个可报销的费用，有收据.
- Refer to the insurance section regarding appropriate coverage.
Personal Vehicles
- 如果员工被要求在非其主要工作地点工作, 他们将报销从他们的家到目的地或他们的主要工作地点到目的地的往返里程, whichever is less.
- 从家到主要工作地点之间的旅行里程属于个人通勤，不报销.
- 除非员工需要运输特殊设备或工具来履行职责，否则在校园内的里程是不报销的.
- Mileage between all campuses is permissible for reimbursement. 鼓励员工在大急流城和艾伦代尔校区之间尽可能使用湖人线巴士服务.
- Personal vehicles may be used in lieu of commercial airline travel. 大学商务旅行的里程将按现行联邦GSA里程率报销，最高可达500英里. 同样，乘坐公共汽车、火车或其他交通工具将按实际费用报销. Expenses for fuel, repairs, etc., are included in the IRS mileage allowance.
- Expenses for parking, storage, 过路费和渡轮是可报销的，但仅限于实际支付的金额.
- 在大学设施停车的罚款和费用是不报销的费用. 违反公共政策的罚款或指控(如超速罚单等).) is not a reimbursable expense.
MEALS
See SLT Travel and Expense Policy 6.18
只有获得授权的个人才可以使用大学p卡购买酒类. 经授权的个人将由财务和行政副总裁每年以书面形式指定. 在可能的情况下，应使用“同意请求”来获得购买酒精的预先授权. 必须使用指定的资金来支付购买酒类的费用，并要求执行干事通过“同意请求”或事后在“同意费用”中批准.
LODGING
所有住宿必须通过Concur平台或GVSU的首选旅行社(CTP)预订。, unless lodging is booked as part of the conference registration. Payment for lodging shall be the traveler’s P-card, if issued, or a personal form of payment that will be reimbursed. 客房服务费用按每日津贴报销. 因小费而产生的费用无需收据即可报销，每笔交易最高可报销15%.
CONFERENCE FEES
参加会议的人员应使用大学p卡支付实际注册费, seminars, etc. 与会议相关的非商业活动和/或配偶/伴侣活动费用, such as golf or tour events, are not covered expenses and shall not be charged to a University P-card.
MISCELLANEOUS EXPENSE
Travelers will be reimbursed for one checked bag on airline flights. If University directed travel exceeds five days, 额外的托运行李费将在被委托人批准的情况下被允许. 处理和储存袋子的费用经批准可作为单独费用.
Personal expenses incurred for valet service, entertainment, personal phone calls, internet service, etc., will not be reimbursed.
EXPENSE RECONCILIATION
EXPENSE SUBMISSION
所有差旅费报销申请必须以“同意”形式提交. 必须填写出差的商业目的和日期，并提供收据以证明费用. 未使用的预支现金必须以支票或汇票的形式交回会计处.
大学客人和其他被批准的旅行者必须将收据和里程提交给他们的主人，以便在Concur中报销. 部门管理员可以作为他们的代表输入这些信息进行报销. 客人必须遵守大学的旅行政策，并按照这些程序进行报销或按照他们的合同协议, which should be uploaded as a supporting document into Concur.
SETTLEMENT
费用必须在交易过账当月的最后一天提交并批准. If the last day of the month crosses with your travel dates, transactions must be submitted within 5 business days upon return. Expenses include the purchasing card (P-card), declining balance card, lodge card (used for airfare charges within Concur), and out-of-pocket expenses. Travelers may include multiple trips, business expenses, out-of-pocket expenses, and P-card expenses into one expense report within Concur. For personal vehicle mileage reimbursements, expenses can be consolidated and submitted once every 45 days. 自付费用将在收到所需的批准后报销. 提交后，可以在Concur平台上查看付款状态.
非员工报销将由负责支付非员工差旅费用的部门管理.
REQUIRED RECEIPTS
Only actual business expenses incurred, supported by the original receipts uploaded into Concur, can be submitted for reimbursement. Receipts for baggage, tolls and taxis are not required if under $75. 任何导致更改旅行计划或异常费用的情有可原的情况，必须在Concur的商务目的部分解释. Authorized travel approvers, Appointing Officers, Executive Officers, 会计处有权根据学校政策拒绝全额或部分索赔.
FOREIGN CURRENCY
偿还的外币将以等值的美元偿还. p卡将根据每日联邦汇率自动计算货币汇率.
TRAVEL ADVANCES
现金垫款将很少发放，并且需要由商务办公室事先授权，并说明为什么以下选择之一不可行. Please contact the Travel Team if you need to request an advance.
The preferred travel payment options are:
- If an individual is traveling more than twice a year, 他们应该有自己的p卡，他们应该用这张卡购物和旅行.
- 如果一个人一年旅行不超过两次或需要在旅行期间获取现金, they should have a Declining Balance Debit Card.
CANCELLED TRIP
If an approved trip is cancelled and a Travel Advance was issued, 支票正本或个人支票必须在15天内交回会计处存款.
已收到的机票以航空公司/旅行社回程规定为准. 适用时，信用证将开给付款方. 航空公司/旅行社收取的取消费用可获发还. When reimbursement has already been received for the cancelled trip, 旅行者必须在15天内与会计办公室核对这份信用证.
INSURANCE
UNIVERSITY VEHICLES
所有大学拥有和租赁的车辆在美国任何地方行驶时都有责任和物理损坏保险.S. If you plan to drive a University vehicle outside the United States, please contact Risk Management at 616-331-2067.
PERSONAL VEHICLES
大学的责任保险将不会回应，直到车主的个人汽车责任限额完全用尽. 车主的个人汽车保险是所有索赔的主要保障. 学校不为个人车辆提供物理损坏保险.
RENTAL VEHICLES
通过Concur/CTP租赁的用于大学相关业务的车辆在美国驾驶时，由大学的责任和物理损害保险计划承保. Travelers can reject the rental agency’s insurance for domestic rentals. However, for international rentals, 旅行者应该接受租赁机构提供的全部责任和物理损害保险. 车辆租赁协议的所有条款和条件必须阅读和遵守.
For additional information regarding insurance coverages, limitations and exclusions while driving on University-related business, please see Vehicle & Driver Protocols. 有关保险范围的问题，请致电风险管理，电话:616-331-2067.
VEHICLE ACCIDENTS
- When another vehicle is involved in the accident, obtain that drivers’ insurance company name and address. 同时获取潜在证人的姓名、地址和车牌号.
- Take photos of all damage, 以及任何其他可能影响事件的特征(如道路状况), traffic lights, etc.)
- Report the accident to your supervisor
Complete a GVSU Automobile Accident Reporting Form. The completed form should be sent to [email protected] as soon as practicable after the incident. For additional assistance call Risk Management at 616-331-2067.
PERSONAL PROPERTY
遗失或被盗的个人财产应报告给你的个人保险代理人. The University is not liable for any lost or stolen Personal Property.
REPORTING ILLNESS or EMERGENCY
In cases of serious illness, accident or emergency that occurs while traveling on University business, the traveler should notify his/her supervisor. 如果无法联系到主管，请致电616-331-2215联系人力资源办公室.