This section documents travel requirements and regulations for individuals traveling on official business of the University. The University expects individuals to exercise prudent judgment when arranging travel and making travel payments. Travel expense accounts are open to the public and must sustain the test of public review.
James Madison University will reimburse individuals traveling on Official University business for reasonable and necessary expenses incurred. To request reimbursement, individuals must complete and submit travel documents as described by this procedure.
The University relies on the honesty and integrity of those traveling to prevent excessive travel payments. Any falsification of payments is fraud and the University must treat it as such.
Travelers are responsible for the legality, legibility, and completeness of Travel Expense Reimbursement Vouchers. Neglecting to examine and enter necessary information according to this procedure may be cause for the return of Travel Vouchers to the traveler.
Department Heads should be sure that all travelers from their areas receive adequate training on travel policies and procedures. The Office of Accounts Payable is available to help departments with this training. The University Travel Policy, "JMU Supported Travel," under Administration and Finance, Section 4401 of the JMU Policies and Procedures Manual is available for reference.
Allowable miscellaneous advance payments are subject to a maximum prepayment period of 90 days. Refer to the FPM, section 4205 Expenditures, .330 and .331 for complete details on Advance Payments. Advance payments pertaining to travel are limited as follows:
1. Convention and Educational Services - refer to section 4215.313
2. Travel Public Carriers - refer to section 4215.335
3. Hotel/Motel Deposits - refer to section 4215.340
Procedures for travel associated with moving and relocation are in Section 5010, "Moving and Relocation" of this Manual.
Following is a list of travel related forms referenced in this procedure. This list includes both the long and short name of the form.
M&IE Rate Table and M&IE Per Diems and Lodging Guidelines ( 4215mie.shtml)
Personal Vehicle Mileage Rates (4215pvmr.shtml)
Travelers should address questions concerning Travel regulations and procedures to the Office of Accounts Payable.
Approving Authority - The individual responsible for the department budget.
Base Point - Place, office or building where the traveler performs the duties assigned by James Madison University on a routine basis. Multiple base points are not allowed.
Commuting Distance - Round-trip distance traveled routinely by the employee between his residence and his base point.
Commuting Mileage - Round-trip mileage traveled routinely by the employee between his residence and base point. Mileage and other commuting cost incurred during commuting status are considered a personal expense and are not reimbursable.
Commuting Status - Period of time in which an employee is routinely traveling between his residence and his base point. Mileage and other commuting costs incurred during commuting status are considered a personal expense and are not reimbursable.
International Travel - International travel consists of all travel to areas outside the 48 contiguous United States. Alaska and Hawaii are included in International Travel.
Non-University Employee - Any person not primarily employed by the University, but who is conducting University business, including board or commission members.
Official Station - The area within a 25-mile radius of an employee's designated base point.
One-day Travel - When a traveler leaves the base point and returns on the same day.
President (Agency Head) - The officially designated individual who directs the daily operations of any agency, or another person appropriately designated within the agency to authorize travel. The agency must maintain such written designation on file within the agency.
Sponsored Programs - Programs funded by revenue derived from grants and contracts.
State Employee - Any elected or appointed, permanent or temporary employee of the Commonwealth.
Travel Expense Reimbursement Voucher - Original authorized documentation for requesting reimbursement of expenses incurred by an individual while traveling on official state business. This documentation, including itemized, original hotel bills and receipts as required, provides support for reimbursement of travel expenses.
Travel Status - Travel outside of an employee's official station.
Trip - Any period of continuous travel between when the traveler leaves his residence or base point and returns to his residence or base point.
University/Agency - The University or Agency is James Madison University (JMU).
University Employee - A permanent or temporary employee of James Madison University.
The University requires travelers to prepare an estimate of the total cost of any planned overnight official business travel expected to exceed $500, retreats held at off campus locations, and for all incoming foreign national visitors. Both domestic and international travel, require prior approval by either the appropriate Senior Vice President, Associate/Assistant Vice President, Dean, Associate/Assistant Dean if the planned overnight travel is expected to exceed $500, retreats held at off campus locations and for all incoming foreign national visitors. At the discretion of Departments/Colleges, stricter guidelines for enforcement of travel procedures and regulations may be imposed.
Total cost includes lodging, transportation, meals, conference registration, and any other travel costs or course fees. Costs of the trip that may be direct billed, such as lodging or conference registration, must also be included in the Travel Authorization. This must accompany both the Travel Reimbursement Voucher and any applicable direct-billed Vendor Payment vouchers. For planned travel, the traveler must be able to demonstrate, with documentation, that a reasonable effort was made to secure the most cost beneficial means of travel for the Commonwealth. This documentation must be retained within the traveler's department and readily made available for audit.
If JMU has any agreements with individuals under contract to conduct business with the Commonwealth, these expenses should be paid with an Accounting Voucher. When entering into such contracts, JMU must adhere to the dollar limitations outlined in this section or clearly document the business case for any deviations. If there is no contractual agreement specific to travel and travel expenses (hotel, air fare, meals, mileage, etc.) and such expenses are incurred, the dollar limitations and documentation requirements outlined in this section are applicable.
Before arranging this travel, the department or traveler must complete a Travel Authorization form. Note: Travel authorizations for all incoming foreign national visitors (i.e. guest speakers, etc...) must be approved by Payroll Services before travel arrangements can be made. Refer to subsection .900/910 for form preparation and submission instructions.
In addition to all other policies set forth in this travel policy, the following policies must be adhered to when using the Internet to purchase travel services.
Usage of the Internet to procure travel services is allowed. (Also see subsection .314.) Use prudent judgment when choosing an Internet travel service site. The traveler must comply with procurement guidelines.
Suggested sites include:
When paying for services via the Internet, the following methods may be used:
1. Travel Charge Card - may be used for all types of purchases (i.e. hotel, transportation tickets). The traveler will be reimbursed after the trip is completed by submitting a Travel Expense Reimbursement Voucher
2. Small Purchase Credit Card - may only be used for transportation tickets (i.e. rail, air, bus) and conference registration fees.
3. Personal Credit Card - After trip is completed, submit an approved Travel Expense Reimbursement Voucher.
In addition to other documents required by policy, the following supplementary documents must be submitted with the Travel Expense Reimbursement Voucher when procuring services via the Internet.
♦ Hardcopy final page from Internet site showing total cost and confirmed service.
♦ Airline confirmation (ticket stub) of the type of ticket purchased. (e.g. coach, business)
** Flight insurance charges are not reimbursable.
To ensure all travel meets the test of necessity, travel involving more than three employees from single agency to a single travel destination must be approved in advance by either the appropriate Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean. This includes travel of presenters as well as attendees. For international travel such approval must be obtained from the responsible Cabinet Secretary.
Where it is determined that a seminar, workshop or training program is essential to staff development for five or more employees, the department shall investigate the option of bringing the trainer on site instead of authorizing employees to travel to an off-site location. The department shall document the comparative cost of an on-site session and retain such documentation on file with the department travel records. The department must also explore the practicality of fulfilling the desired staff development goals through use of studio and video teleconferencing where these options may be more cost-effective.
In selecting locations for meetings, departments shall give first preference to State-owned facilities. For meetings of policy, advisory, or supervisory boards, the selection of a meeting site should reflect the policy that a public body conducting public business shall take care that public funds are expended prudently.
In selecting sites for conferences and other meetings that are to be held at places other than state facilities, after complying with procurement statutes and regulations, observe the following guidelines. For meetings attended by fewer than 50 people you shall strive to use "Virginia Green" certified facilities. For meetings attended by 50 or more people, only "Virginia Green" certified facilities shall be used unless permission to select a different site has been granted by the Chief of Staff. In conducting meetings the use of paper shall be minimized. When meals are served, disposable materials should be avoided to the greatest extent possible. Disposable materials that are used should be biodegradable or recyclable.
Allowable miscellaneous advance payments are subject to a maximum prepayment period of 90 days. Convention and Educational Services are limited to advance registration fees for conventions, conferences, seminars, and employee workshops. Departments must be reasonably sure that travel will occur as planned. Excludes other travel expenditures except for public carriers. Refer to the FPM, section 4205 Expenditures, .330 and .331 for complete details on Advance Payments.
The travel industry has begun to offer economical travel packages that may combine airline travel with hotel stays, car rentals, and in some cases even meals. These packages usually offer only a consolidated invoice that does not provide a breakdown of the various travel services included.
In order to purchase a travel package, the traveler must seek full reimbursement after the trip – no pre–payment or SPCC or direct payment is allowed. PRIOR to making the purchase, the traveler must also ensure that the package is the most economical option for the trip and provide additional documentation confirming the savings, as described below:
→ Documentation must be provided comparing the cost of the travel package to the combined cost of the very same travel services if purchased separately and within allowable travel limits. The package must be the less expensive of the two alternatives.
→ Documentation of each alternative must be either a printed quotation or a website screen print from the vendor showing the cost and the travel services included.
→ These comparison documents must be attached to the Travel Expense Reimbursement Voucher when it is submitted to Accounts payable for payment processing.
→ In addition, all other travel rules, regulations, limitations and documentation requirements such as boarding passes, are still in effect.
All travel reimbursements including, but not limited to, lodging, which will be reimbursed solely from sponsored program funds, are governed by the terms and conditions of the individual grant or contract. "Sponsored Program" should be clearly stated on the reimbursement voucher.
The Virginia Public Procurement Act requires state agencies to contract with private travel agencies for the procurement of travel services.
James Madison University currently has travel services contracts with the following travel agencies: (1) Travel Counsellors Inc. and (2) Travel Leaders, Inc.
Following is a list of travel services available from the travel management agencies.
1. Provide domestic and international airline and railway tickets at the most favorable rate available.
2. Provide tickets that meet the arrival/departure times and locations requested by the traveler.
3. Arrange hotel accommodations when requested. Take advantage of state government or corporate discounts whichever is greater. When the traveler does not specify a hotel, selects a hotel located close to the place of business. The Small Purchase Charge Card may not be used for lodging. The Travel Card or personal funds may be used to pay for this service. Itemized receipts are required for lodging.
4. Arrange vehicle rentals when requested, using any existing mandatory state contract. Get the most favorable rate for the car size or location required by the traveler when the vehicle rental firms do not have vehicles available. The Small Purchase Charge Card may not be used for vehicle rentals. The Travel Card or personal funds may be used to pay for this service. Itemized receipts are required for vehicle rentals.
5. Process visas as required for international travel.
6. Arrange group conference accommodations when requested, taking advantage of available discounts. The Small Purchase Charge Card may not be used for lodging.
7. Provide two (2) copies of trip itineraries to the traveler.
8. Provide Default Indemnity Insurance against airline defaults.
9. Provides free $250,000 automatic common carrier and flight insurance for all air and rail travelers.
10. Provides free $500 luggage damage loss insurance.
Travel routing, whether by public transportation, privately-owned vehicle, State-owned vehicle or for-hire conveyance, shall be the most direct practicable route.
Persons traveling to the same event with identical travel plans will carpool. Exceptions to this requirement must be approved by either the traveler’s Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean. Also, the use of video conferencing and conference calls, in lieu of in-person meetings, should be considered when at all feasible.
Parking and Toll expenses are reimbursable when paid for by the traveler in the course of conducting official University business. An original receipt is required for reimbursement claims where each individual claim is greater than $20. When no receipt is required, the traveler must list the name of the toll facility or where it was paid, on the Travel Voucher. Reimbursement must be claimed as an "other expense" on the travel reimbursement voucher.
Facilities Management Operations will reserve state vehicles for individuals traveling on official state business. Travelers may request a state vehicle by contacting Transportation Services, when making travel plans. If a state vehicle is available, the requester must complete a State Vehicle Request Form.
Refer to subsection .900/920 for form preparation and submission instructions.
Travelers should get all fuel and maintenance of state vehicles at state facilities within Virginia, whenever possible. When out of state use commercial stations. Unleaded regular fuel must always be used. Self-service must be utilized if available, if not available, please note this on the fuel ticket.
The University assigns state-owned vehicles permanently to persons traveling on official University business as decided by the University President. Commuting authorization, reimbursement, and tax withholding requirements are the same for permanently assigned passenger vehicles as they are for trip pool vehicles.
State-owned aircraft are available on a priority basis and can be scheduled through the Department of Aviation (DOAV). Refer to the Aircraft Use Policy and Guidelines that can be found on DOAV's website at www.doav.virginia.gov/. Costs should be compared with commercial rates to determine the best air carrier travel for State travel.
University employees may use personal automobiles when traveling on Official University business. The University usually considers a personal automobile cost beneficial for occasional travel planned for distances up to an average of 100 miles per day.
Campus visitors, such as consultants and speakers, University Board of Visitors members and certain prospective employees may be reimbursed for all personal vehicle mileage at the maximum mileage reimbursement rate. Refer to Subsection .380
Current Mileage Rates are available in an online table. Travelers who do not have access to the Network may call the Office of Accounts Payable for mileage rates.
To receive the higher mileage reimbursement rate for personal vehicle mileage exceeding an average of 100 miles per day per trip, the employee must request the University Transportation Manager to certify that one of the following apply:
• A State-owned vehicle/OFMS rental is not available or accessible.
• It is in the interest of the University to use a personal vehicle.
• The use of a personal vehicle is cost beneficial to the State.
The employee must submit a cost/benefit analysis and a completed Personal Vehicle Use Form (PVUF) to the Transportation Manager. In preparing the cost/benefit analysis, the employee should consider all cost associated with getting, parking, operating and returning a State-owned vehicle, to the cost of operating a personal automobile. Refer to Facilities Management Website ( http://facmgt.jmu.edu/web ) for instructions and forms on obtaining necessary certification. A Personal Vehicle Use Form, approved by the Transportation Manager, must be attached to the Travel Expense Reimbursement Voucher in order to receive the higher mileage rate.
If the higher mileage rate is used for reimbursement, either the traveler's Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean, must sign as approval the Travel Expense Reimbursement Voucher.
Employees electing to use their personal vehicle as a matter of convenience for trips exceeding an average of 100 miles per day will be reimbursed for mileage at the reduced rate.
The Personal Vehicle Use Statement at the top of the Travel Expense Reimbursement Voucher should be checked appropriately when the traveler is a state employee.
When travel is by personally-owned automobile, the total of the expenses reimbursed, including meals and lodging, should not exceed the total cost of the trip using the most economical public air transportation available, also including meals and lodging. Either the traveler's Senior Vice President, Associate/Assistant Vice President, Dean or Associate/Assistant Dean may grant exceptions to this policy when justified. Comparative statements must be attached to the travel voucher for reimbursement.
Round-trip mileage traveled routinely and directly by the employee between his residence and base point incurred on a scheduled workday is considered commuting mileage. An employee can have only one assigned base point. Commuting mileage and other commuting costs incurred on normal workdays are considered a personal expense and are not reimbursable.
The University may reimburse mileage incurred when the employee's supervisor requires that the employee work on a Saturday, Sunday, or holiday that is not a scheduled workday. Reimbursement is subject to approval of the Departmental Approving Authority.
An employee can only have one base point, even if the employee has multiple work locations. JMU will assign the base point to be used for reimbursement purposes.
The employee's residence can be assigned by the agency as base point where it is considered cost beneficial to the State. In this case, the mileage driven from the employee's residence to one or more temporary work locations, including the employee's central office, is official State business mileage and is fully reimbursable.
Travelers may arrange public transportation after they have received the travel authorization with assigned travel authorization number and approving signatures.
Public transportation travel includes:
♦ Rental Car
♦ Taxi or Shuttle and other "for hire transportation"
Allowable miscellaneous advance payments are subject to a maximum prepayment period of 90 days. Advance payment for travel by public carrier is limited to prepayments for individual travel by aircraft (if other than JMU travel contracts), train and bus. Excludes rental vehicle expenditures. Refer to the FPM, Section 4205, .330 and .331 for complete details on Advance Payments.
Public transportation rates must not exceed those for tourist or coach class accommodations. Recently, airlines have created a higher level of coach class service that charges a premium for certain desired seats. Such upgrades in the coach seating area are enhancements to the coach fare and are not reimbursable. Receipts for such expenses must be retained for submission with the travel voucher. Because of the liquidity of air and rail tickets, any unused portions must be returned to the department for credit.
Charges for changes to tickets/reservations to accommodate personal comfort, convenience and taste are not reimbursable. Change fees must be explained on the Travel Expense Reimbursement Voucher.
For taxis, shuttle vans and other forms of "for hire transportation," receipts are required only if the reimbursement claim exceeds $20. Additionally, a reason should be identified on the voucher for the necessity of the "for hire transportation." A maximum tip of 15% of the taxi cab or shuttle service fare is reimbursable as a transportation cost separate from Meals and Incidental Expenses. For reimbursement, the Travel Expense Reimbursement Voucher must separate the amount for the tip from the amount of the fare.
Bus travel permitted in lieu of automobile, airline, or train travel when cost beneficial.
Public transportation from place of lodging to restaurants is allowed only for official business needs.
Reimbursement for first class air or rail travel is prohibited.
NOTE: Documents that validate the mode and class of travel are required for all air and rail reimbursements made directly to the traveler.
Generally, airline and rail travel cannot exceed the rates charged for tourist or coach fare. When warranted, the approving authority may grant permission for business class travel (air or rail) under the following circumstances:
• When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to travel voucher), or
• For travel to Western Europe, if the business meeting is conducted within three hours of landing, or
• For transoceanic, intercontinental trips of more than eight hours, or
• If the traveler pays the difference
• When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to travel voucher), or
• When reserved coach seats are not offered on the route, or
• If the traveler pays the difference.
Travelers have four options available to purchase air and rail tickets:
1. Current travel contracts with Travel Counsellors Inc. and Travel Leaders, Inc. - Travelers may use the contracted travel agencies for all travel arrangements. The University requires the traveler to give the travel agency a Credit Card Number to secure air and rail tickets.
2. Travel Card - Travelers may purchase air and rail tickets using the Travel card through the Internet, if the Vendor has a secure web site. The Web Site is secure if the address window starts with https://.
The Traveler is responsible for payment of the Travel Card charges and will receive reimbursement upon submission of an approved Travel Reimbursement Voucher, after completion of the travel.
3. The Small Purchase Charge Card - Travelers may purchase air and rail tickets using the SPCC through the Internet if the Vendor has a secure web site. The Web Site is secure if the address window starts with https://. The maximum amount of the charge to the SPCC cannot exceed $4,999.
Charges for air and rail tickets purchased with the SPCC are charged directly to the designated Departmental Budget. The traveler does not need to process a payment document for these expenses.
4. Personal Credit Card – After trip is completed, submit an approved Travel Expense Reimbursement Voucher.
Certain airlines now charge additional fees (baggage) for services formerly included in the airfare cost. When procuring airfare for business travel, travelers should consider total costs in selecting the most appropriate carrier. Airlines publish limits for baggage and the fees associated with those limits. Travelers are expected to be aware of these limits. In the event these limits must be exceeded for legitimate business purposes, the cost is reimbursable. A receipt and appropriate explanation must be included with the TERV.
Cancelled tickets (full fare and non-refundable) usually hold some residual value depending upon specific airline policies and restrictions. All unused portions and credits must be returned to the department. These will be subject to future audits.
Chartered aircraft will only be used when State-owned aircraft are not available or will not meet customer needs. The Department of Aviation (DOAV) shall contract for all chartered aircraft on behalf of state agencies. Reference the Aircraft Use Policy and Guidelines on the DOAV's website at www.doav.virginia.gov. Chartering an aircraft is permitted when authorized in advance by the requesting agency's Cabinet Secretary or designee, and justified by a written cost/benefit analysis. Submit request and a written cost/benefit analysis, as an email attachment, to the Director of Accounts Payable. The cost/benefit analysis must include a comparison of the total costs of the trip by alternative means of travel, including all associated costs, and may consider such benefits as reduced overnight travel costs and employee time out of the office, security, etc. A copy of this analysis and the written approval from the Cabinet Secretary or designee must be attached to the traveling agency's voucher.
Reimbursement of car rental expenses is limited to official business use only. Reimbursement MUST be claimed as an "other expense" on the travel expense reimbursement voucher.
For travel initiated from the traveler's base point, the traveler must submit a request to the Transportation Manager for a rental vehicle. See Transportation website (http://facmgt.jmu.edu/web) for procedures and forms. If a rental car is approved, only Transportation Services will be allowed to make the arrangements utilizing the Commonwealth of Virginia's State Contractor, Enterprise Leasing. Enterprise Leasing will invoice Transportation Services, who will then ATV the charges to the department. When rental vehicles are arranged by Transportation Services they will be picked up at; and returned to Transportation Services. Travelers must ensure that the rental vehicle is refueled before returning the vehicle to Transportation Services.
When rental vehicles are necessary after reaching the destination of travel, rentals may be made through commercial rental agencies. The traveler must select the most economical contractor and type of vehicle available, and acquire any commercial rate or government discount available. When possible, rentals should be arranged through a travel agency that has contracted with the Commonwealth to perform such services or utilize the Commonwealth of Virginia's State Contractor, Enterprise Leasing. Travelers must ensure that the rental vehicle is refueled before returning the vehicle to the rental contractor unless an exception is noted. Travelers may not prepay fuel charges to the rental contractor. Reimbursement will be based on the fuel used and receipts provided. Travelers will not be reimbursed for navigational equipment costs.
In no instance should the traveler enter into a "Fuel Agreement" or pay for fuel at the time of rental or before vehicle is used.
Vehicle Rental Insurance
The option to purchase insurance offered by rental car contractors depends upon the following:
|IF the traveler is a...
|State Employee||Decline||Rental insurance will not be reimbursed. The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees.|
|Non–State Employee||Accept||Only when the agency considers automobile rental reimbursable. Rental car insurance for these individuals may also be treated as a reimbursable expense.
Insurance reimbursement should only include Liability Damage Waiver (LDW) and Collision Damage Waiver (CDW).
|State Employee or Non–State Employee Outside the United States||Accept||Individuals traveling outside of the territorial United States (including Alaska, Hawaii, Canada, Puerto Rico) are required to purchase and will be reimbursed for LDW and CDW insurance. Other types of insurance offered such as trip cancellation, personal, health or life insurance are not reimbursable.|
The use of personal aircraft is permitted for official state travel with the prior approval of the President. Personal aircraft usage by the President requires the prior approval of the appropriate cabinet secretary.
Documentation of comparable costs for other travel means must be included in the voucher package. The reimbursement shall be limited to the most economical means of travel available at that time. For example, if it were less costly to travel by commercial carrier, the reimbursement shall be limited to the lowest cost commercial carrier ticket available. The traveler must include a signed statement with the travel reimbursement request certifying that the amount requested represents the most economical use of public funds. As with all travel, it is the responsibility of the traveler and the agency fiscal office to ensure the most efficient use of taxpayer funds.
The reimbursement rate per mile shall be the amount listed by the federal government at the GSA website, http://www.gsa.gov/portal/category/100000 at the time of the travel. A dated printout of this site indicating the appropriate mileage rate for the travel time period must be included with the travel reimbursement voucher package.
The University will reimburse travelers for lodging when traveling on official business outside the official station. Lodging expenses vary with the area traveled but all payments must be necessary and reasonable. Travelers may use the services of a JMU contracted travel agency to ensure that they obtain the most economical lodging accommodations. The Travel Card or personal credit card may be used to purchase lodging through the Internet, if the vendor has a secure Web Site. The Web Site is secure if the address window starts with https://.
Allowable miscellaneous advance payments are subject to a maximum prepayment period of 90 days. Hotel/Motel deposits are limited to one night of lodging, if required, for direct bill payments on hotel/motel rooms for employees who travel on behalf of the University. Use of the travel card is encouraged to secure room confirmations. Actual advance payments using travel charge card will not be reimbursed before the trip. Refer to the FPM, Section 4205 Expenditures, .330 and .331 for complete details on Advance Payments.
Lodging guidelines for in State and selected out-of-state cities are provided in the Lodging/Meals & Incidental Expense (M&IE) Per Diem Guideline Tables.
Lodging guideline amounts exclude local taxes and surcharges. Lodging taxes, fees and surcharges are reimbursable and should be included with the lodging amounts on the Travel Voucher. The amount of tax included should be on the amount allowed for reimbursement, not the total paid if it is more than the guideline amount.
Either the traveler's Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean must approve in advance reimbursement for lodging up to 150% of the guidelines for both in-State and out-of-state travel when circumstances warrant.
An explanation of circumstances justifying the lodging exception must be attached to the voucher. A good faith effort to secure lodging within the guidelines before requesting an exception must be made. Just stating "conference hotel" is not a justification, nor is "convenience to the traveler" a justification. Some examples follow. (1) This exception may be justified for conference hotels where it can be shown that the additional lodging cost will be offset by reduced local travel costs incurred for travel (e.g. how much cost would be avoided for a rental car and parking, or taxis to and from the conference? An actual comparison reflecting the cost savings to the university must be attached.) between a non-conference hotel and the conference location. (2) The traveler is a presenter at the conference and their presence is required for accessibility. (3) Two cost comparisons, in close proximity, that are higher.
Travelers who exceed allowable limits without proper, prior approval will be personally liable for the additional expense incurred. In such cases, taxes and surcharges will be prorated and reimbursed only for the appropriate rate
The traveler must submit original, itemized hotel bills obtained at the time of checkout and other supporting receipts for lodging expense with the Travel Voucher. Explain fully any unusual charges.
For hotel rooms obtained through Internet providers (Priceline, Expedia, Orbitz, Travelocity, etc), the traveler must submit the hardcopy final page from the Internet site showing total cost and confirmed services. Explain fully any unusual charges.
Number of Persons in a Hotel Room - When two or more people travel on official State business and stay in the same hotel room, the lodging guideline applicable to the travel destination in the area they are staying, plus the cost charged by the hotel for any additional persons in the room, will apply. Documentation from the hotel listing additional hotel charges for each additional person, per room must be provided.
For non-luxury conference hotels, the AVP Finance (Agency Fiscal Officer) may approve lodging rates that are less than the lodging guideline applicable to the travel destination multiplied by the number of official business travelers in the room. For example, if two people share a room at a conference hotel in Baltimore, a room rate less than $296 ($148 x 2) could be approved. (Examples of luxury hotels are Ritz-Carlton, Paramount, Park Hyatt, Four Seasons Washington)
Dividing the hotel rate by the number of persons staying in the room for purposes of justifying rates that exceed the lodging guidelines is not permitted. Do not diminish the overall savings that might otherwise be obtained by concurrently upgrading to luxury or premium accommodations.
Since hotels charge for non-cancelled reservations, the traveler should advise the hotel of any travel plan changes when possible. The University may not reimburse these charges if the traveler is negligent in canceling reservations.
Only the State Comptroller or designee (Assistant State Comptroller) may grant exceptions for expenses exceeding 50% over the guidelines. Such approvals must be requested and granted prior to the travel and the approved request must be attached to the voucher for reimbursement. Requests for such exceptions must be emailed to the Director of Accounts Payable as a word document attachment . This document must include sufficient documentation showing alternative cost comparisons justifying the exception. The cost comparisons must include the name and complete address of the hotels, including zip code, used for the cost comparison. These requests are reviewed by the Director of Accounts Payable, which must evaluate and approve the request prior to sending it to the State Comptroller.
Travelers who use lodging other than hotels and motels, for example, apartments, must prepare a comparison statement, and have written approval of either the Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean. The statement should show the total cost for using the alternate accommodations, the cost of the usual accommodations, the net savings, and length of contract. Submit a copy of the approved comparison statement with the Travel Expense Reimbursement Voucher.
James Madison University will reimburse meal expenses based on a fixed allowance. State Travel Regulations refer to the fixed allowance as the Meals and Incidental Expense (M&IE) Per Diem. The following subsections provide requirements for meal expense reimbursements.
Travelers must request meal reimbursements on a Travel Voucher, not an Accounting Voucher.
Generally, meals and certain incidental travel expenses are reimbursable for overnight official business travel outside the traveler's official station. (See exceptions for Official Business Meals and Overtime Meals later in this section). Incidental expenses include bellhop/taxi tips, personal telephone calls, laundry and travel between lodging and places where meals are taken.
The University will reimburse travelers according to standard meal and incidental expense guidelines as provided in the Lodging/Meals and Incidental Expense (M&IE) Guideline Tables. The M&IE Rate Table provides individual meal amounts. The M&IE per diem must correspond to the location specified for the overnight lodging.
The M&IE RATE TABLE and the LODGING/MEALS AND INCIDENTAL EXPENSE (M&IE) GUIDELINE TABLES are available online.
State Travel Regulations do not permit direct agency billing of meal expenses incurred during overnight travel, to include charging meals to direct-billed hotel rooms.
The M&IE per diem used shall correspond to the location of the related overnight lodging. The applicable M&IE per Diem, or fraction of it, is payable to the traveler without itemization of expense or receipts.
PRORATIONS AND REDUCTIONS
On a travel departure or return day, 75% of the Meals per diem is reimbursed. For example, if the M&IE rate allows a $46 total reimbursement, $36.00 ..........
(($46 - $5 = $41 x .75) = $30.52 + $5 = $35.75 which is rounded up to $36) would be allowable on a travel departure or return day. For trips involving multiple travel destinations, base the reduction on the per diem in effect for where the night was spent as follows:
Departure Day: Where you spend the night.
Return Day: Where you spent the night before returning to home base.
When meals are provided at no cost in conjunction with travel events, the applicable M&IE per diem reimbursement rate shall be reduced by the amount shown for the applicable meal in the M&IE Rate Table, excluding the incidental allowances. For example, if the M&IE rate allows a $46 total reimbursement, and lunch was provided at no cost, the total allowable reimbursement for that day would be $35 ($46 - $11 lunch).
However, when meals are provided at no cost in conjunction with travel events on a travel departure or return day, the full Meals per diem reimbursement rate is reduced by the full amount of the appropriate meals followed by a 75% proration of the balance. For example, if the M&IE rate allows a $46 total reimbursement, and lunch was provided at no cost on a travel departure or return day, the total allowable reimbursement for that day would be $28 (rounded) .........
(((($46 - $11 lunch) = $35 -$5 = $30) x .75 = $22.50) + 5 = $27.50)
When meals are included with registration or lodging expense as part of a package, the number and type of meals (breakfast, lunch, dinner) must be recorded on the travel voucher.
If a continental breakfast or reception is offered as part of the travel event and the food/timing is sufficient to serve as a meal, the traveler must reduce the per diem by the appropriate allowance amount. If a meal is offered as part of a conference and the traveler has medical restrictions, the traveler should make every effort to have the conference facilitate his/her needs by the deadline specified by the conference. If the conference does not honor the request, the traveler is not required to deduct the applicable meal allowance from the per diem. However, the traveler must include a note or other documentation with the Travel Expense Reimbursement Voucher documenting this information.
Generally, meal expenses that do not involve an overnight stay are not reimbursable. The University may allow reimbursement if documentation supporting the reimbursement clearly establishes that the individual takes the meal during overtime work periods or for official business reasons. To be eligible for reimbursement, the University must consider such meals essential to its mission, and a business necessity.
• Overtime Meals
An overtime meal allowance is a fixed dollar amount allowed while working or traveling in an overtime status. Overtime status is when work or travel time occurs beyond an employee's normal, scheduled work hours, but not overnight. Therefore, overtime meal allowance does not apply during overnight travel status. In the case of overnight travel, per diem rates apply.
An overtime meal allowance is allowed when overtime worked is essential to the agency's mission and is in excess of the employee's normal, scheduled work hours.
Documentation supporting the reimbursement of an overtime meal must clearly establish adherence to the above requirements by providing sufficient reason for the overtime.
NOTE: Scheduled work hours and overtime hours worked for overtime meals must be included on the voucher.
Overtime Meal Rates Overtime Meal Allowance policy described in the following table must be followed.
||Are worked or traveled AND the overtime occurs...||THEN an overtime meal allowance is...||Documentation Required - Hours must be noted on reimbursement voucher|
|2 or more overtime hours||During Normal workday||$5.00 ($7.50 if outside the official station)||Normal Workday hours and Overtime Start/End Times|
|5 or more overtime hours||On a Saturday, Sunday, holiday or an alternate work schedule day off*||$5.00 ($7.50 if outside the official station)||Overtime Start and End Time|
|10 or more overtime hours||On a Saturday, Sunday, holiday or an alternate work schedule day off*||$10.00 ($15.00 if outside the official station)||Overtime Start and End Time|
*Note: Or if comparable overtime is necessitated by shift schedule or beyond a routine, scheduled 40-hour work period.
Agencies are required to comply with IRS regulations regarding reportable meals. An overtime meal allowance based on the number of hours worked IS considered taxable wages and must be coded to expenditure account 128700.
• Official Business Meals
Meals while on official business must involve a substantive and bona fide business discussion with a non-University employee. The employee must complete a Business Meal Certification for Non-Overnight Travel form and submit it with the reimbursement request. Refer to subsection .930 of this travel section for instructions for completing the form. A blank copy of the form is at the end of this section.
Identification of all persons involved must be listed on the Business Meal Certification for Non-Overnight Travel form. The University will reimburse official business meals based on actual costs incurred up to the amount shown for the applicable meal in the M&IE Rate Table. An original, itemized receipt is required for reimbursement of all business meals. The M&IE rate used will correspond to the location in which the individual purchases the official business meal. Either the traveler’s Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean must approve the reimbursement request and may, with sufficient justification, authorize a meal reimbursement up to 150% of the applicable per diem guideline. Refer to Subsection .930 and BMCF form
The procedures provided herein apply to all James Madison University departments, faculty, staff, students and all organizations and individuals that intend to provide food and/or beverages and any related services to JMU personnel (faculty and staff), students, or their guests at university expense.
There are limited circumstances in which it is considered appropriate to provide food and beverages to personnel who are not in travel status.
These procedures were created to provide guidance when using state funds to purchase food and beverages for official university business. Purchases from any university account (including E & G, Auxiliary, Local, and Grant funds) are subject to these guidelines. Purchases for food and beverages include, but are not limited to, business meals, catered events, meal tickets, finger foods, party platters, and refreshment breaks.
Appropriate Food and Beverages Functions
The functions or events at which it is considered appropriate for food and beverages to be served to University personnel are limited to the following:
› Official Business Function: Food and beverages may be provided at business meetings that involve substantive and bona fide business discussions with an outside party or parties in attendance. The primary beneficiaries of such functions are the non-JMU employees. Meals at which interview candidates are hosted are included in this category. Additionally, there are campus-wide and/or departmental activities where it may be appropriate for food and beverages to be provided, such as annual school start-up planning meetings.
› Internal Training Function: Food and beverages may be provided to participants of a formal training session when business is conducted through the time of the meal and the training session lasts for a minimum of two hours. The determination of whether a departmental retreat is an appropriate internal training function at which food and beverages may be provided will require consideration of the factors surrounding the event. Departmental retreats must be conducted primarily as training functions, are at least two hours in length, and do not occur more frequently than once per semester. The type of training provided will depend on the particular department involved. In order to limit expenditures for rental facilities, retreats should be held at properties owned or leased by JMU. Retreats held at off campus locations require advance written approval- Travel Authorization- by the approving authority (either the Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean). University employees are the primary beneficiaries at such events.
› Student Academic Function: Food and beverages may be provided at student functions that contribute to the academic mission of the University. Current and prospective students are the primary beneficiaries at such events. Food and beverages provided at commencement or annual award ceremonies are examples of this category.
› Student Programming/Club Function: Food and beverages may be provided at student programming/club functions that contribute to student engagement and support the mission of the University. Current students are the primary beneficiaries of such events. Food and beverages provided at residence hall programs or club programming events sponsored by student activities fees are examples of this category.
Requirements and Limitations
This procedure established the following requirements and limitations regarding appropriate expenditures for food and beverages:
1. Food and beverages may be provided only at functions or events that meet the criteria listed in the above section of this procedure.
2. For official business functions, the purpose/business reason must be included on the Business Meal Certification Form (BMCF) to verify the JMU employee is acting as an official representative of the university and would be exempt from tax reportable income for the cost of the meal. A listing of the names and organizational affiliations of each person in attendance at events at which food and beverages are provided must also be listed on the BMCF to support payment. If a listing is impractical to provide, a written explanation to that effect must be submitted with the BMCF.
3. Food and beverages may be provided at official business meetings held during normal work hours of 8:00 a.m. to 5:00 p.m. Breakfast and dinner meals are generally not considered to be part of an employee's normal workday. A detailed justification is required for meals outside of normal business hours.
4. Refreshments may be provided at official business functions. Food and beverages should not be provided at regularly scheduled or routine meetings (examples include: staff, division, or department meetings).
5. The actual cost per person for food and beverages, including any related service fees or gratuities, may not exceed the per diem amount allowed for business meals as established under JMU Travel Regulations. These meal rates are available in Section 4215 of this procedures manual - http://www.jmu.edu/finprocedures/4000/4215mie.shtml. With sufficient justification and the approving authority (VP/AVP; Dean, Asst/Assoc Dean; or Director that reports directly to a VP) meal expenditures may be authorized up to 150% of the applicable per diem meal rate.
6. Internal training retreats where food and beverages are served should include a description of the type of training provided as documentation to support the expenditures.
7. Reimbursement requests if an employee pays for official business meals must be submitted on a Travel Expense Reimbursement Voucher along with the original itemized receipt.
8. Alcoholic beverages may not be provided at University expense.
Catering and Dining Services
JMU has a contract with Aramark to provide catering and dining services. Departments must utilize JMU’s Catering and Dining Services unless permission to use an outside vendor is obtained in advance of the event from Catering and Dining Services. When using JMU’s Catering and Dining Services to provide food and beverages, a BMCF must be completed for each event and maintained along with the contract in the department’s office for future audits. The only exception to this is if/when Aramark exercises its right of refusal to provide food/beverage and grants permission to the department to go off-campus. The department must maintain documentation of the authorization from Aramark to go off-campus for food and beverages.
Catering and Dining Services is to be used for Official Business Functions such as annual employee recognition programs, to be conducted in conjunction with the Commonwealth of Virginia Department of Human Resources Management Employee Recognition Program Policy No.1.20 (see Awards & Recognition at http://www.jmu.edu/humanresources/wm/sap_awards.shtml.) Catering and Dining Services must also be used for Internal Training Functions, Student Academic Functions, and Student Programming/Club Functions.
Business Functions that would not require Catering and Dining Services to be used are non–catered events such as department purchases for grocery items, potluck events, and events not meeting the Catering department’s minimum order of $50 per delivery.
|Duke Card Log||Sample of a properly prepared log|
|Meal Voucher Log||Sample of a properly prepared log|
For payment processing to the vendor when purchasing food and/or beverages, a BMCF must be completed for each event and submitted with the Accounting Voucher, along with the original itemized receipt to the Accounts Payable office for payment processing. The Small Purchase Charge Card (SPCC) may only be used to purchase pizza from a local vendor. The BMCF and original itemized receipt for each event is to be maintained in the departments' office for future audits or inquiries from the Accounts Payable office. In order to purchase from a pizza vendor the restaurant exception form must be approved and on file in the Accounts Payable Office.
The IRS does not consider meal reimbursements made according to these regulations to be reportable income, except meal/tip expenditures of $75 or more that do not relate to overnight travel. This is limited to business meal situations where one individual purchases and claims reimbursement for the meals of another person on official business. A receipt is required for meal expenses of $75 or over. The disbursing agency must determine IRS income reporting requirements for meals reimbursed under the sponsored program exception based on the circumstances of each case.
The M&IE Rate Table provides the individual meal guideline amount for each respective daily amount presented in the guideline tables. According to Subsection .350, "Meals" these individual meal amounts are pertinent for the determination of maximum meal reimbursement amounts. They include overtime and official business meals and/or the M&IE reduction, which must occur where the organization sponsoring an event provides meals at no cost during an overnight travel period.
The Lodging/Meals and Incidental Expense (M&IE) Guideline Tables provides the maximum allowable amount for lodging reimbursement and M&IE Per Diems to help travelers and agencies in making travel reimbursement decisions. James Madison University will reimburse travelers for actual lodging costs incurred up to the applicable maximum guideline. The University will pay the M&IE per diem according to Subsection .350, "Meals." Although the individual may use more expensive lodging and restaurant establishments, reimbursements are limited to the guideline amounts.
The Commonwealth does not intend these guidelines to supersede lower guidelines established by James Madison University based upon University policies, budgetary constraints, or travel circumstances. The University must apply maximum allowable meal and lodging reimbursement guidelines consistently within the University to all travelers, including board or commission members. Departments may give travelers the guidelines before travel.
The tables provide standard amounts for travel, in and out-of-state and additional guidelines for selected cities. The standard guidelines apply to any city not listed.
• Business Telephone Calls, Telegrams, Internet Access, Hotel Business Center Charges and Facsimile for official business purposes and paid for by the traveler, may be claimed on the travel voucher. A full explanation must be stated on the travel expense reimbursement voucher accompanied by supporting documentation. Justification must be of a necessity of conducting business that cannot wait until return to the campus to complete. Do not use “Must check email”. Individuals using personally owned cellular telephones may be reimbursed for business calls when shown to be cost beneficial or necessary. In this case, an itemized cell phone statement must be included and attached to the voucher. In the event that free minutes are used for business calls, reimbursement is not permitted.
• Toll Phone Charges (As distinguished from local call charged against the hotel bill). When requesting reimbursement for toll charges, the traveler must state the points and parties between which the calls were made, or the wires sent on the travel voucher with an explanation of why they were made.
• Tolls and Parking Fees are reimbursable when paid for by the traveler in the course of conducting official University business. An original receipt is required for reimbursement claims where each individual claim is greater than $20. When no receipt is required, the traveler must list the name of the toll/parking facility or where it was paid on the Travel Voucher. Reimbursement must be claimed as an "other expense" on the travel reimbursement voucher.
• Funeral Attendance Expenses for travel outside of the official station are reimbursable for one employee selected by the President or designee to represent the University.
Travelers must fully explain miscellaneous expenses. The University may reimburse expenses not specifically addressed in this procedure depending on their reasonableness.
The following miscellaneous expenses are not reimbursable:
→ Lost or stolen articles
→ Alcoholic beverages
→ Damage to personal vehicles, clothing, or other items
→ Services to gain entry to a locked vehicle
→ Movies charged to hotel bills
→ All expenses related to the personal negligence of the traveler, such as fines
→ Entertainment expenses
→ Towing charges
→ Expenses for children, spouses, and companions while on travel status
→ Flight Insurance
The above list is not all-inclusive. Travelers should use prudent judgment and remember that all travel expense accounts are open to the public and must be able to sustain the test of public review.
Travel credits, reduced rates, or free services received from public facilities (that is, airlines, car rental agencies, motels, etc.) by persons for whatever reason accrue to the University. Travelers should report any such credit, reduced rate, or free service to the department head, and use for future official business travel.
The University may reimburse the Travel expenses of certain prospective employees, their spouses and dependent children. University employees, who incur expenses, as part of employee recruitment, may request reimbursement of these expenses. As a University standard, James Madison University limits these expenses to meals for three (3) university employees, per candidate and campus visitor meal. However, if the department has sufficient funds for more than that number of JMU employees, they are allowed to do so. The University may allow reimbursement of travel expenses for campus visitors, such as consultants or speakers. Provisions of James Madison University, Policy No. 4401, "University Supported Travel," and these procedures apply. Individuals making requests must get approval of the appropriate Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean before making any commitment. The traveler may use a JMU contracted travel agency for making travel arrangements. Either the appropriate Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean must approve the voucher and submit the voucher within 3 working days of receipt from the non-State employee.
Reimbursement of travel expenses for prospective employees is allowable. The department is responsible for providing the prospective employee with travel policy guidelines prior to travel. The University may reimburse travel expenses for spouses and dependent children for department heads, directors, deans, assistant vice presidents, senior vice presidents and positions above that level. Travel may not exceed three (3) days.
Reimbursement of expenses incurred by University employees during pre-employment recruitment efforts is allowable. The Travel Voucher must show the names of the employees involved. Meals for spouses of University employees are not reimbursable.
Costs of home entertainment, as part of employee recruitment, are allowable for prospective employees, their spouses and dependent children. The University limits reimbursement to costs at a moderately priced restaurant. Costs of alcoholic beverages are not reimbursable.
Travel expenses of consultants, speakers and other campus visitors are allowable. When paying honorariums or fees, a prior agreement or contract must accompany the voucher. The Office of Finance prefers to pay one amount which would cover the travel expenses and the honorarium or fee. Complete an Accounting Voucher for payments (agreements) that are all inclusive and do not reflect travel expenses. No itemized receipts are necessary for all inclusive payments. When paying travel expenses separately from the honorarium or fee, complete a Travel Voucher to reimburse the individual's travel expenses and an Accounting Voucher to reimburse the honorarium or fee. In this situation, normal travel expense guidelines apply. The individual or company that provides the service may submit an invoice to JMU for payment.
NOTE: It is the sponsoring department’s responsibility to ensure that foreign national visitors have been pre-approved by Payroll Services prior to making arrangements of any kind for expense/payment. If your visitor is an incoming foreign national visitor, you must contact Payroll Services for approval BEFORE acquiring additional departmental signatures. Reference subsection .910.
Prior to making international travel arrangements, a proposed trip plan must be submitted to either the traveler's appropriate Senior Vice President, Assistant/Associate Vice President, Dean or Assistant/Associate Dean for their approval. The proposed trip plan must include the following: traveler's name, destination, departure and return dates, reason for travel and the total estimated cost of the trip.
Upon this approval, and before departure, the standard university travel authorization form (with proper approvals and the traveler having completed the "Foreign Destination" section) must be forwarded to the office of the Senior Vice President of Administration & Finance. With the approving notation of the Senior Vice President of Administration & Finance on the travel authorization form, this is forwarded to the Accounts Payable office for processing. This approval is required, whatever the source of funds used to pay travel expenses.
To ensure all travel meets the test of necessity, travel involving more than three employees from a single agency to a single international travel destination must be approved in advance by the Cabinet Secretary.
With careful consideration of the reasonableness limitations specified in the General section of these regulations, the President may grant permission for business class travel under the following circumstances:
♦ When it does not cost more than the lowest available tourist/coach fare, or
♦ For travel to western Europe if the business meeting is conducted within three hours of landing, or
♦ For transoceanic, intercontinental trips of more than eight hours, or
♦ If the traveler pays the difference.
Reimbursement for first class travel is prohibited.
Per Diem Rates - The Commonwealth of Virginia uses the lodging and M&IE per diem rates for foreign travel as defined by the Federal Government. The Secretary of State establishes these maximum rates of per diem allowances for travel in foreign areas.
Rates for cities and countries outside the 48 contiguous states can be found at US State Department per Diem webpage. Select Foreign Per Diem Rates by Location, then use dropdown box to select a country. If a specific city is not listed, use the "Other" rate shown for that country. Verify rates used are for the actual date of travel. The M&IE portion of the maximum per diem rate covers the cost of meals as well as incidental expenses.
For currency conversions you may use the following site, http://www.oanda.com/converter/classic. Currency conversions must be calculated using the rate applicable to the date of the receipt. All receipts must be converted separately to U.S. dollars. Note on the conversion sheet a description of the receipt, such as, Taxi, Hotel, Bus, etc.
Printouts of appropriate rates for the actual time of travel AND all conversion sheets must be attached to the travel voucher for reimbursement.
Reimbursement for out–of–country travel will be at the rate established in the current Appropriation Act. However, if a higher personal mileage rate is justified it may be approved by the Assistant State Comptroller. Requests for such exceptions must be emailed to the Director of Accounts Payable as a word document attachment. These requests are reviewed by the Director of Accounts Payable, which must evaluate and approve the request prior to sending it to the Assistant State Comptroller.
The University provides funds for travel expenses by issuing charge cards. Travelers may also request prepayment of certain expenses by an Accounting Voucher. This subsection includes a detailed explanation of each method and restrictions that apply.
The Bank of America's VISA Travel Card Program provides faculty and staff members with the opportunity to travel on University business without using personal dollars. The University provides funds for travel expenses by offering employees a Bank of America VISA Travel Card.
The University issues travel charge cards to any faculty or staff member who travels on behalf of the University. Charge cards have no annual fee, and the University incurs no financial liability through use of the cards. Cardholders may now request an annual exception allowing them to take advantage of a feature to access cash using their travel card to cover expenses when the card isn’t accepted. The available cash on the travel card is limited to 20% of the cardholder’s limit. The intention is for the ATM feature to be accessed only for those expenses for which cards are not accepted. Travelers must use Bank of America ATM's to avoid transaction fees. Any fees incurred for use of non-BOA ATM's will not be reimbursable expenses. Travel charge card vendors send all bills to the individual cardholder. The cardholder is responsible for the travel charge card charges. The traveler must process a travel voucher within thirty (30) working days after completion of the trip. Timely processing allows for receipt of reimbursements in time to pay travel charge card bills within the period prescribed by the charge card vendor.
To request information on how to apply for the Travel Charge Card, please call Jennifer Dellinger @ 8-7396 or Tanya Shifflett @ 8-7395. They will assist you with this process.
The Bank of America VISA Travel Card Program is operated through the procedures provided by the State Department of Accounts.
Employees who decline the use of a travel charge card may not receive a Wells One Declining Balance Card to cover travel expenses, and the University Business Office does not grant travel advances.
When necessary, the University makes payment by an Accounting Voucher for travel expenses charged directly to JMU rather than paid by the traveler. These payments may include lodging accommodations, non-overnight travel meals, auto rentals, or other transportation costs. The University strongly discourages billing of overnight lodging. The Department must complete and submit an approved Accounting Voucher, payable to the vendor, to the Office of Accounts Payable. The voucher must include the applicable information listed below.
The University will make a prepayment for one (1) day of lodging if required. Departments must prepare an Accounting Voucher for the prepayment. Submit the approved Voucher to the Office of Accounts Payable.
NOTE: It is the sponsoring department’s responsibility to ensure that foreign national visitors have been pre-approved by Payroll Services prior to making arrangements for any kind of expense/payment.
State Travel Regulations require the use of the Travel Expense Reimbursement Voucher to itemize travel expenses for reimbursement. All travel expenses, including small amounts, such as tolls and parking when using a state vehicle, must be submitted on a Travel Expense Reimbursement Voucher. The different columns of the Travel Voucher provide for proper presentation of travel data. Complete the voucher showing dates, expenses, miscellaneous items and any other information that support the reimbursement request. Enter the Department ID Code and the Account Code below the travel expense information in Column 2 of the Travel Voucher. Use a Travel Expense Reimbursement Voucher Continuation Sheet, if needed to list expenses. Complete the continuation sheet according to instructions provided for the Travel Voucher. Enter the total from the Continuation Sheet on the original copy of the Travel Voucher in the space titled, "Total Sheet 2". Follow the same procedure for additional Continuation Sheets.
Attach all appropriate receipts and supporting documentation to the original copy of the Travel Voucher and have the Traveler's Supervisor sign the original copy. The approving authority, for the Department ID charged, if different from the traveler's supervisor, must also sign the original copy. The approving authority should sign in the space labeled “additional signature if required”. Forward the original copy of the form to the Office of Accounts Payable.
Travelers requesting reimbursement for other than their own lodging expenses must include the name and identification of each additional person with a justification for payment. Each traveler must submit a reimbursement request for his or her own meal expenses in the amount of the appropriate per diem. Travel expenses for individuals (spouses, friends, etc.) or employees not on official business for the Commonwealth are inappropriate State expenditures.
Document any request for exceptions beyond the requirements of this procedure. Attach the documentation to the voucher and identify the requested exception on the Travel Voucher, referencing the attached documentation.
By signing the travel reimbursement request, the traveler is certifying the accuracy of all information and the legitimacy of the travel. The signature of the traveler’s supervisor certifies that the supervisor agrees that the travel was necessary and the requested reimbursements are proper. Travelers are responsible for the legitimacy and presentation of supporting documentation included with the Travel Voucher. The traveler and the University are responsible for legality, legibility and completeness of the voucher.
Travelers must submit a completed Travel Expense Reimbursement Voucher to the supervisor for approval within (30) working days after completion of the trip. In the case of continuous travel, the traveler must submit the voucher to the supervisor within 30 working days of the last day of travel for which reimbursement is requested. However, employees on continuous travel must request reimbursement at least monthly. The traveler's supervisor must approve and submit the voucher to the Office of Accounts Payable within three (3) working days of receipt. Either the Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Deans must approve and submit Travel Vouchers for non-state employees within three (3) working days of receipt. The University may not approve Travel Vouchers submitted after the prescribed period.
Travelers must provide the information and applicable supporting documentation listed below. The traveler must submit the original copy of receipts and forms with the Travel Voucher. Items listed include a reference to the corresponding subsection of this procedure.
The above list is not all-inclusive. Travelers must keep all receipts and maintain accurate records of all expenses to assure correct reporting and submission of travel expense reimbursement documents. Each day's expenses must be shown separately on the voucher.
The traveler must complete this form for approval of all University supported overnight travel expected to exceed $500, retreats held at off campus locations, and for all incoming foreign national visitors. The travel authorization form is also used to obtain approval for foreign destination travel and exception requests.
A blank form is available online.
Complete one original.
Send form to the approving authority for the department ID number, and to either the traveler's Senior Vice President, Associate/Assistant Vice President, Dean, or Associate/Assistant Dean if applicable. Forward the original approved form to the Office of Accounts Payable immediately after obtaining all necessary approvals and retain a photo copy of approved form in departmental files.
Note: It is the sponsoring department’s responsibility to ensure that foreign national visitors have been pre-approved by Payroll Services prior to making arrangements of any kind for expense/payment. If your visitor is an incoming foreign national visitor, you must contact Payroll Services and acquire their signature BEFORE other departmental signatures are obtained.
This subsection provides detailed instructions for preparation of the Travel Authorization form. Enter the following information only; leave all other areas blank.
Traveler's Name: The name of the traveler.
Date: Date of the request.
Department: The name of the employee's department or office.
MSC (Mail Stop Code): Enter the Mail Stop Code assigned to the Department or Office.
Telephone No.: Telephone number of the employee or department.
Destination(s): The final destination for this trip.
Date Of Departure: The departure date for this trip.
Date Of Return: The return date for this trip.
Reason For Travel: State the purpose of the trip.
Check if Foreign National Visitor: If your visitor is an incoming foreign national visitor, check this box. Also, you must contact Payroll Services for approval BEFORE acquiring additional departmental signatures. Note: It is the sponsoring department’s responsibility to ensure that foreign national visitors have been pre-approved by Payroll Services prior to making arrangements for any kind of expense/payment. Payroll Services will initial/sign off authorization on the line next to this box (and return the TA to the department for further processing/signatures).
Foreign Destination: Complete this section for all foreign travel, regardless of the source of funds used to pay travel expenses.
Provide a justification for exceeding the lodging rate per diems and other exceptions required by this procedure, refer to subsections .340.
Section 1 - Amounts to be prepaid
List all amounts to be prepaid by James Madison University in this section.
Air Transportation - Pay To: The name of the travel management agency that is providing the airline tickets.
Air Transportation - Estimated Cost: Estimated cost of the air travel as given by the travel management agency.
Conference/Registration Fee - Pay To: The name of the organization, etc., that should receive payment.
Conference/Registration Fee - Estimated Cost: The estimated amount of the conference or registration fee.
Subtotal: Section 1 - Estimated Cost: The total of amounts as shown.
Section 2 - Amounts to be Expended
Estimated amounts the traveler will charge to the Travel Charge Card, Small Purchase Charge Card (SPCC) or other funds for travel expenses.
Rental Vehicle: The estimated charge for a rental vehicle the traveler will charge to the Travel Charge card or other funds.
Air Transportation: The estimated charge for air transportation the traveler will charge to the Travel Card or the SPCC or other funds.
Rail Transportation: The estimated charge for rail transportation the traveler will charge to the Travel Card or the SPCC or other funds.
Hotel nights: Number of nights the traveler will spend at the hotel or other lodging place.
Rate: The rate the hotel or other lodging place will charge per night.
Hotel: The amount (multiply the number of nights by the rate) the traveler will charge to the Travel Charge Card, the SPCC or pay with other funds for lodging.
Meals: Total estimated cost of meals the traveler will charge to the Travel card or other funds.
Personal Vehicle Miles: Estimated number of round trip miles.
Rate: Rate per mile allowed for personal vehicle mileage.
Personal Vehicle: Estimated cost (miles multiplied by rate) of personal vehicle mileage the traveler will pay with other funds.
Other (tips, tolls, phone calls, etc.): Estimated cost of other expenses the traveler will charge to the Travel card or other funds.
Subtotal: Section 2 – Travel Card: The total of amounts listed in this column.
Subtotal: Section 2 – Small Purchase Charge Card: The total of the amounts listed in this column.
Subtotal: Section 2 – Other Funds: The total of the amounts listed in this column.
Subtotal: Section 2 - Estimated Cost: The total of the amounts listed in this column.
Total Estimated Cost Of Trip: The total of the amounts listed in this column for Sections 1 and 2.
Department ID Number: The Department Number to charge travel expenses.
Traveler's Signature/Date: The signature of the traveler and the date signed.
Approving Authority's Signature/Date: The signature of the department approving authority for the Department ID Number shown above and the date signed.
Senior Vice President, or Associate/Assistant Vice President, Dean, or Associate/Assistant Dean: This signature is required for all travel expenses and when requests for lodging and business meals are up to 150% of guidelines for both in-state and out-of-state travel, and for travel by employees directly under their purview.
Travel Authorization Numbers: After Travel Authorization approvals are recorded, contact your Senior Vice President/Assistant Vice President for Travel Authorization Number.
This form is required for university employees to request state vehicles for official business travel.
Forms are available on the Facilities Management website.
Complete one copy.
Print the page (after entering required information) and have it signed by the Approver. This person must have signature authority for the department ID number listed. This page needs to be taken with the driver of the vehicle to Transportation to obtain the keys and the vehicle.
The detailed instructions for preparation of the James Madison University State Vehicle Form are available on the Facilities Management website.
Travelers must complete this form to certify the tax-exempt nature of a business meal. Reimbursement for meals and meal tips for a trip not involving an overnight stay is reportable as gross income on the employee's W-2 form. Information provided on the form must clearly show that the meal involved substantive and bona fide business discussions. Meals must be with non-university employees (for example, another state agency employee, speaker or student recruit). If meals are on a non-workday or overtime period show the date, time of the meal, and explain fully.
A blank form is available online.
Complete the original and one copy of the form.
Forms should be sent to the Office of Accounts Payable. Attach a copy of the form to the approved Travel Expense Reimbursement Voucher, when requesting reimbursement and tax exemption for meals and meal tips not involving an overnight stay and/or reimbursable food and beverages.
This subsection provides detailed instructions for preparation of the Business Meal Certification form. Enter the following information only; leave all other blocks blank.
The printed name of the traveler.
Date: Date traveler signs the form.
Traveler's signature: The traveler must sign on this line.
Approving Authority's Printed Name: Senior Vice President, Associate/Assistant Vice President, Dean or Associate/Assistant Dean.
Date: Date Approving Authority signs the form.
Approving Authority's Signature: The approving authority must sign on this line.
Meal reimbursement amount: The cost of the meal. (Prepare a separate form for each meal claimed as non-taxable.)
Date of Meal and/or Expense: Date the traveler and/or purchaser consumed the meal or had the expense.
Name and address of dining facility: The name and address of the dining facility where the traveler consumed the meal.
Business reason or the nature of business benefit gained: Choose recruitment, training function, student function, or other. The specific reason or nature of business benefit gained, which qualifies this meal and/or food and beverage for exemption from tax withholding.
Additional justification for meal over state limits up to 50%: State sufficient justification on why the meal reimbursement should be up to 50% over the state limits.
Names and employers of the other meal participants: The name and employer of each person with whom the traveler consumed the meal. If the participant is a candidate for employment, include the position title and department name.
The traveler must complete this form to claim reimbursement for University Supported Travel.
A blank form is available online (the continuation form is included)l.
Complete the Original and make two photo copies of the form.
Send the Original copy to the Office of Accounts Payable. The department should keep the second copy; the third copy is for the traveler.
Refer to Subsection .620 for a list of required supporting documentation.
This subsection provides detailed instructions for preparation of the Travel Voucher. Print a copy of a travel voucher (with numbers to coincide with the instructions) to assist you with completing your voucher. Enter the following information only, leave the other blocks blank.
Please note: Each day's expenses must be shown separately.
Item #1 - Travel Authorization Number: Travel Authorization Form is only required for planned overnight travel that is expected to exceed $500 for all travelers, retreats held at off campus locations, and for all incoming foreign national visitors.
Item #2 - Contact Person: Enter the name of the person to call if questions arise.
Item #3 - MSC: Enter the Mail Stop Code (MSC) for the department preparing the voucher.
Item #4 - Phone #: Enter the telephone number of the person to call, if questions arise.
Item #5 - Name and Address: The complete name of the traveler on the first line of this block. All Travel Vouchers must have the traveler's home address. Student reimbursements must include student's home mailing address, not their local/JMU address and not a campus department MSC.
Item #6 - Traveler's ID#: Enter either the traveler's PS-HR Empl ID # or student ID#.
Item #7 - eVA Exclusion - Autofilled #2
Item #8 - Personal Vehicle Use Statement: Employees only check the appropriate block if a personal vehicles was used. See guidelines below. (Refer to subsection .334.1 . Attach all documentation to the TERV.
• Check the 1st block if Personal Vehicle Use is considered cost–beneficial to JMU.
1. JMU considers trips up to an average of 100 miles per day, cost–beneficial. No documentation necessary.
1. Trips over an average of 100 miles per day may be considered cost–beneficial, but must be certified and documented by the Transportation Services Manager.
• Check the 2nd block if the Transportation Services Manager has certified and documented that a JMU owned or contracted vehicle is not available or accessible.
• Check the 3rd block if the trip is over an average of 100 miles per day and a JMU owned or contracted vehicle was available, but not used or not requested. No documentation necessary.
Item #9 - Certification of Travel & Date: State Employee - Check yes or no. Signature of Traveler - The traveler must sign in ink and show the signature and the signed date. Title - Type or print the traveler's title. Traveler's Supervisor and Date - The traveler's supervisor, or the Department Head, must sign in ink and show the signature date. (The signature of the traveler's supervisor or department head certifies that the travel Information shown on this reimbursement voucher is correct and approved as necessary for conducting business for James Madison University.)
NOTE: If the traveler’s supervisor is not an approved signatory for the DeptID number listed, the signatory authority must also sign.
Item #10 - Date: Show the year in which the traveler incurred the expenses (20__). Show each day's expenses separately. Enter the month and day in the space provided in the first column for each day's expenses.
Item #11 - Description: Use this column for a description of the expense items and the location at which they occurred. Itemize all miscellaneous expenses such as telephone, telegraph, postage, etc., in this column.
Item #12 - Miles Traveled: State the miles traveled between each point visited on the Travel Voucher when making a claim for mileage reimbursement. All travel must be over the most direct practical routes. Whenever the traveler must go by a route other than the most direct, describe clearly, the actual route taken. Do not enter mileage on this form for a state vehicle or rental vehicle.
Provide the reason for the longer trip in an attachment to the Travel Voucher. Mileage claimed over any route must be an actual odometer reading, not an estimate.
When traveling in and about a given point, which includes various stops within the area, it is not practical to show all the points of travel. The voucher must show, "Travel in and about, Virginia miles." The traveler and the supervisor, certifying the travel, are responsible for accuracy of claims for payment.
Item #13 - Mileage: Show in this column the dollar amount claimed for personal mileage.
Item #14 - Auto Expense: Show in this column all expenses for commercial car rentals and all expenses for state vehicles, such as gas, oil and maintenance (receipts required). Itemize the expenses in the "Description" column (Item 10). Provide justification in an attachment to the Travel Voucher.
Item #15 - Meals: All M&IE per diem charges and reimbursable meal/tip expenses for non-overnight travel must appear in this column. Show the amount for each day as one entry. The traveler does not have to show the number of meals where they claim the M&IE. However, the traveler must list a meal expenditure (defined as the amount claimed on the Travel Expense Reimbursement voucher) of $75 or more, on a separate line and must include a receipt for the meal.
Item #16 - Lodging: Report in this column all payments for lodging, including Pullman berth or seat. Attach the original receipt to the Travel Voucher.
Item #17 - Other: List all reimbursable expense items not covered in the preceding columns in this column. Give a description of each item in the space provided in the second column (Item No. 10 - Description). Examples include business telephone calls, parking charges, registration fees, shuttles, taxies, bus, air and railroad fares, etc. Railroad fares reported in this column cover only the actual transportation costs. Itemize Pullman charge (berth or seat) separately and show the amount in the lodging column. Attach original receipts to the Travel Voucher.
Item #18 - Dept ID #: Enter the Department ID number for the Department.
Acct. #: Enter the expenditure account number.
Item #19 - Totals: Total each column at the bottom. Total each line across from left to right. The totals of all columns must equal the totals of the individual lines. (Exception: When mileage or fares multiply to include a half cent in the total, round the half cent up to the next whole cent. Example: Round $.005 to $.01.)
Item #20 - Purpose of Trip: Listed below are descriptions of general categories for travel undertaken at state expense. If the reason for travel fits into one of these general categories, check the appropriate box on the Travel Voucher. If travel falls into the "Other" category, check this box and give a brief description of the purpose of the travel.
Conference: Any travel for conference, workshops, seminars or training approved by the University.
Presentation: Travel related to information presentations to state employees as part of position requirements. Also, presentations to other groups or individuals to promote University operations.
Extraditions: All travel related to the transportation of incarcerated persons. This should include the cost of transporting the prisoner and the required officers.
Athletics: Include all transportation related to athletic events in this category. This includes all transportation involving teams and required personnel for athletic competitions. Include athletic conferences in the conference category.
Investigations: All travel by state employees involved in the enforcement of regulatory standards or legal assignments.
Field Work: General classification for any state employee where travel is a normal routine activity. Examples of this would include Public Health Nurses and Extension Agents.
Recruitment: This classification includes the function of recruiting qualified employees and recruiting students for colleges and universities.
Education: All travel related to education used for the traveler's position that is not part of a conference.
Other: Include any travel that does not fit into the other categories. Explain via a short written narrative within, or attached to, the Travel Voucher.
Item #21 - Sheet Totals: When the traveler uses a Travel Reimbursement Voucher Continuation Sheet for additional space, check the continuation box at the bottom of the original voucher. Print or type the word "Attachment" in the "Name and Address" section of the continuation sheet. Place the total of this sheet on the "Total Sheet 2" line of the original voucher. Follow the same procedure for additional sheets.
Item #22 - Grand Total: Compute the total of all the sheet totals and enter on the "Grand Total" line of the original voucher.
The Grand Total dollar amount MUST equal the total dollars in Item #18.