oIP Financial Procedures
Travel expenses and reimbursement procedures

This page is meant to be a useful resource for JMU faculty and staff. Complete information can be found on the Finance web sites. Specific questions may be directed to Jackie Ciccone, Director of Program Operations (cicconjb@jmu.edu, 568-7004) or to the apppropriate office in accounts payable, accounting services, and procurement.

Requesting to travel

The University requires travelers to prepare an estimate of the total cost of any planned overnight official business travel. A travel authorization is required for:

• domestic travel estimated to exceed $500
• domestic travel of any amount
• international travel of any amount
  

Required approvals:

• Vice President/Provost for travel in the Division of Academic Affairs
• President Rose's approval is required for travel to international destinations

Selecting a travel agency

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. Rates for public transportation must not exceed those of the tourist or coach class accommodations.

Frequently used travel agents:

Paying for airfare

There are 4 ways to pay for plane tickets and other transportation:

1. The Mastercard Small Purchase Credit Card offers departments an alternate payment method when making small purchases. 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 windows starts with https://). For more on travel cards, see the purchasing procedures link.
2. The Mastercard Corporate Travel Card gives travelers a means of funding expenses incurred while conducting official University business. Wherever possible, the traveler should charge travel expenses directly to the travel charge card. The traveler is responsible for making timely and full payment to AMEX for any charged billed. The traveler will be reimbursed after the trip is completed by submitting a Travel Expense Reimbursement Voucher.  
3. Using a Personal Credit Card may be the most efficient and economical means to conduct travel activity.  After trip is completed, submit an approved Travel Expense Reimbursement Voucher.   The traveller cannot be reimbursed until the trip is complete (after the return).
4. 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. See purchasing link for form and procurement info.

Boarding passes should be returned to the OIP--to file with credit card payment record and to submit with receipt and travel reimbursement voucher.

Expenses for lodging, meal and incidentals

JMU will reimburse lodging and meal expenses based on a fixed allowance according to destination. State travel regulations refer to the fixed allowance as the Meals and Incidental Expense (M&IE) Per Diem. It is suggested that you obtain as many original itemized receipts as possible while travelling. It is not required to submit receipts per diem meal requests, but having them on file when you return will help to recreate your trip and verify your expenses.

The Commonwealth of Virginia uses the lodging and M&IE per diem rates for foreign travel as defined by the Federal Government.

policy:	lodging travel day
resource:	M&IE Rate Table Foreign Per Diem Rate Table currency converter per diem calculator request for travel advance

Hotel charges will be calculated according to the daily exchange rate, not the total paid at check-out for multiple days.  Each day will likely be different amount, calculated against the exchange rates for each day of lodging.

Meals provided by hosts or conference providers should be deducted from the amount requested as these are not reimbursable; include detailed conference programs whenever possible. To calculate partial per diems, use the state percentages per meal for breakfast, lunch, dinner, and daily incidental allowances. The daily exchange rate will be used to calculate meal reimbursements when using receipts instead of per diem rates. For group meals where you pay for more than your own meal on behalf of the university, a business meal cerfitication form is necessary. indicate names of guests, amount, purpose/justification for hosting the meal. Submit the original, itemized receipt as well as a credit card slip.

Travelling as Semester Abroad FMIR, Program Director, or Short-Term Program Director is not handled on a per diem basis. Contact Jackie Ciccone for instructions.

Coding expenditures

Operating expense codes includes expenditures for Personal Services, Contractual Services, Supplies and Materials, Transfer Payments, and Continuous Charges. On the Expenditure Account Code web site below, you can search by typing Ctrl + F for the appropriate expense code. The expense codes should be listed with subtotals for each code.

Travel by personal vehicle

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 of 300 miles or less round trip. The points of origin and destination is JMU in Harrisonburg, not your home address.  

Reserving a state vehicle or driver

Travelers may request a state vehicle or university driver by submitting the details to the Office of Transportation. You will use your JMU user ID to log into the CARS web site and submit your request.  Faculty members leading study abroad programs or travelling at the behest of the oIP should contact Arlene Neff at neffaa@jmu.edu, 8-6419, who will submit the vehicle or pick-up request.

Getting reimbursed

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 (TERV).  Printouts of appropriate currency exchange rates for each day of travel must be attached to the travel voucher for reimbursement. Note: The approving authority, for the Organization charged, if different from the traveler's supervisor, must also sign the original copy. The approving authority may sign under or above the Organization Code, or in the same area as the traveler's supervisor.

Hepful information

Specific information for Short-Term Program Directors

The Short-Term Faculty Handbook has more detailed information related to program management and financial procedures. For a print version, please contact Jackie Ciccone.