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4215 - Travel


.100 General

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.

JMU uses an electronic travel management solution, Chrome River, for entering and approving travel and individual expense reimbursements. Travelers are responsible for the legality, legibility and completeness of their Expense Reports entered in Chrome River. Neglecting to examine and enter necessary information according to this procedure may be cause for the return of the Expense Report 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 assist departments with this training. The University Travel Policy, "JMU Supported Travel," Policy No. 4401 of the JMU Policies and Procedures Manual is available for reference.

Allowable miscellaneous advance payments are subject to a maximum prepayment period of 180 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 subsection .313
  2. Travel Public Carriers - refer to subsection .335
  3. Hotel/Motel Deposits - refer to subsection .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.

 
  • Pre-Approval Report for International Travel - Pre-Approval Report.
  • Food & Beverage Certification Form.
  • James Madison University State Vehicle Request Form - Vehicle Request Form.
  • Non-Employee Vendor Enrollment Form in Chrome River.

 
Personal Vehicle Mileage Rates (4215pvmr.shtml)

M&IE per Diems and Lodging

The Commonwealth uses the U.S. General Services Administration (GSA) rates for Lodging and M&IE Expenses, and these rates are automatically loaded into Chrome River.  The correct locations must be entered on the Expense Report (see Lodging and M&IE sections for further information).  The approver of the Expense Report is responsible for ensuring the correct locations and actual travel dates are entered on the Expense Report. (Please note the GSA rates are automatically updated in Chrome River when the government publishes the rate for the fiscal year, which runs from October 1 - September 30 annually.)

Travelers should address questions concerning Travel regulations and procedures to the Office of Accounts Payable.

.200 Definitions

Approving Authority President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department Head who is the Approving Authority for the DeptID.
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 United States.  Alaska and Hawaii are part of the United States.
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.
Expense Report The electronic report entered in Chrome River.
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.


.300 Travel Planning and Regulations

.310 Travel Status

.311 Approvals

International Travel/Incoming Foreign National Visitors

The University requires travelers to prepare an estimate of the total cost for any planned international official business travel and all incoming foreign national visitors. International travel and all incoming foreign national visitors require prior approval by an Approving Authority, the appropriate Senior Vice President, as well as the Senior Vice President of Administration and Finance. This prior approval is electronically entered in Chrome River and called a Pre-Approval Report.

Total cost on the Pre-Approval Report 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 Pre-Approval Report. The Pre-Approval Report must be printed and accompany any applicable direct-billed Vendor Payment vouchers.

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 on the Pre-Approval Report by the Senior Vice President of Administration and Finance. This includes travel of presenters as well as attendees.

  Note: Pre-Approval Reports are required for all incoming foreign national visitors (i.e. guest speakers, etc...) and must be approved by Payroll Services before travel arrangements can be made.

Domestic Travel

The university does not require a Pre-Approval Report for planned domestic travel but expect prudent judgement and reasonableness when incurring travel costs. Travelers must make a reasonable effort to secure the most cost beneficial means of travel for the Commonwealth. Before arranging travel, the traveler must have some form of approval from an Approving Authority.

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.

Departmental Off Campus Functions

The university requires prior approval for all planned meetings, retreats, team-building sessions, training sessions, and all other gatherings, where only JMU employees are in attendance, which are held at off campus locations.

These activities require prior approval by an Approving Authority for the department being charged, the appropriate Senior Vice President, as well as the Assistant Vice President for Finance. This prior approval is obtained on the Departmental Off Campus Authorization Form.

It is recognized student employees provide great contributions to many departments across campus, but including them in your off campus activities does not necessarily exempt the department from completing this authorization form.

Activities involving student academic functions and student programming/club functions are not required to complete this form. Even though these student activities don’t require the completion of this form, these activities must comply with all applicable policies and procedures outlined in this manual.

.312 Internet Usages

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:
 
  • Priceline.com
  • Expedia.com
  • Orbitz.com
  • Travelocity.com

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 an Expense Report.
  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 - 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 an Expense Report.

In addition to other documents required by policy, the following supplementary documents must be submitted with the Expense Report when procuring services via the Internet.

  ♦  The final page from the Internet site showing a breakdown charge of each day, 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.

.313 Conferences, Conventions, Seminars, and Training Workshops

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 180 days.  Convention and Educational Services are limited to advance registration fees for conventions, conferences, seminars, and employee workshops unless previously approved by the Assistant Vice President for Finance or his designee.  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.

.314 Travel Packages

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 Expense Report.
  • In addition, all other travel rules, regulations, limitations and documentation requirements are still in effect.

.315 Sponsored Program Funds

All travel reimbursements, which will be reimbursed solely from sponsored program funds, are governed by the terms and conditions of the individual grant or contract.

.320 Travel Management Agencies

.321 General

The Virginia Public Procurement Act requires state agencies to contract with private travel agencies for the procurement of travel services.

.322 Contracts

If a JMU employee or department desires to have a third party travel management provider plan, coordinate, and/or book reservations for a trip then JMU travel management contracts are available.

James Madison University currently has travel services contracts with the following travel agencies: 

 
  • Academic Programs International (API)
  • American Institute for Foreign Study (AIFS)
  • C&H Travel Associate, Inc. (dba Travel Leaders, Inc)
  • Lakeland Tours, LLC (dba World Strides)
  • Lincoln Travel, Inc.
  • Travel Counsellors, Inc.

JMU Travel Management Agency contractor contact information can be found on the JMU Contract Gateway by searching for travel management services.

Instructions on how to use JMU's Contact Gateway.

  Note: JMU departments may also utilize Delta for university business travel using this link (eID and password required) to receive discounted rates.

 

.323 Travel Management Services

Following is a list of travel services available from the travel management agencies.

  • Provide domestic and international airline and railway tickets at the most favorable rate available.
  • Provide tickets that meet the arrival/departure times and locations requested by the traveler.
  • 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.
  • 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.
  • Process visas as required for international travel.
  • Arrange group conference accommodations when requested, taking advantage of available discounts.  The Small Purchase Charge Card may not be used for lodging.
  • Provide two (2) copies of trip itineraries to the traveler.
  • Provide Default Indemnity Insurance against airline defaults.
  • Provides free $250,000 automatic common carrier and flight insurance for all air and rail travelers.
  • Provides free $500 luggage damage loss insurance.

.330 Transportation

.331 Travel Routing

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 must make an effort to carpool.  Also, the use of video conferencing and conference calls, in lieu of in-person meetings, should be considered when at all feasible.

.332 Parking & Toll Expenses

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 $75 per instance.  When no receipt is required, the traveler must list the name of the toll facility or where it was paid on the Expense Report.

.333 State–Owned Transportation

.333.1 State-Owned Vehicles

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 more information related to the State Vehicle Request Form.

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.

.333.2 Permanent Use of State-Owned Vehicles

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.

.333.3 State Owned Aircraft Travel

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.

.334 Personal Automobiles

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 280 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

.334.1 Current Mileage Rates

Current Mileage Rates including the IRS rate are built into Chrome River.

To receive the higher mileage reimbursement rate for personal vehicle mileage exceeding an average of 280 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 Expense Report in order to receive the higher mileage rate.

Employees electing to use their personal vehicle as a matter of convenience for trips exceeding an average of 280 miles per day will be reimbursed for mileage at the reduced rate of $.246 per mile.

.334.2 Mileage versus Air Costs

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.  The Assistant Vice President of Finance may grant exceptions to this policy when justified. A written explanation justifying the exception as well as comparative statements must be attached to the Expense Report.

.334.3 Commuting Mileage

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 Approving Authority.

.334.4 Base Point

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.

.335 Public Transportation

Travelers may arrange public transportation after they have received departmental approval. International travelers may arrange public transportation after they have received the approved Pre-Approval Report.

Public transportation travel includes:

  ♦  Rental Car
♦  Plane
♦  Train
♦  Bus
♦  Taxi or Shuttle and other "for hire transportation"

Allowable miscellaneous advance payments are subject to a maximum prepayment period of 180 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 Expense Report. 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.

For taxis, shuttle vans and other forms of on demand or reserved "for hire" transportation, receipts are required only if the reimbursement claim exceeds $75 per instance.  Reimbursement for limousine or other forms of luxury transportation services are not allowed.  A maximum tip of 20% of the taxi cab or shuttle service fare is reimbursable as a transportation cost separate from Meals and Incidental Expenses.  For reimbursement, the Expense Report 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.

.335.1 Air & Rail Tickets

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:

  Air
 
  • When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to Expense Report), 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
  Rail
 
  • When it does not cost more than the lowest available tourist/coach fare (comparison must be attached to Expense Report), 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.  Travelers may use the contracted travel agencies for all travel arrangements.  For a list of travel agencies that have contracts with JMU, see subsection .322.  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 Expense Report, 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 – The traveler will be reimbursed after the trip is completed by submitting an Expense Report.


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 Expense Report.

Additional fees such as seat selection fees or seat assignment fees are not reimburseable.

  Cancellations

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.

.335.2 Chartered Aircraft Travel

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 Manager 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.

.335.3 Vehicle Rental

Reimbursement of car rental expenses is limited to official business use only. 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...

then... Notes
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.


.336 Personal Use of Aircraft Travel

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.

.340 Lodging

The University will reimburse travelers for lodging when traveling on official business outside the official station and utilizing non-luxury accommodations.  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 180 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.

All lodging rates are governed by the GSA rates and are built into Chrome River.  The traveler must enter in Chrome River the travel destination in order to obtain the correct per diem rate.  The traveler may want to search the per diem criteria outside of Chrome River by going to the website:  http://www.gsa.gov/portal/content/104877.

NOTE:  The travel destination or lodging destination is the city or county in which the hotel is physically located.  The hotel's mailing address should not be used for verification of city/county.  If the hotel is not within the city limits, the county in which it is located should be used.  The city or county is then entered in Chrome River.

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 Expense Report.  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.

Approving Authorities have the authority to approve reimbursement for lodging up to 50% over the guidelines for both in-State and out-of-state travel when circumstances warrant.  The Assistant Vice President for Finance or designee is authorized to approve reimbursements for lodging up to 100% over the guidelines when circumstances warrant.  The authority to approve above the guidelines does not grant authority to utilize luxury accommodations.  The expectation is that non-luxury accommodations will be used.

An explanation of circumstances justifying the lodging exception must be included on the Expense Report.  "Conference Hotel" is considered an acceptable justification explanation.

Examples of luxury hotels include but are not limited to: Ritz-Carlton, Paramount, Park Hyatt, Four Seasons Washington. Final determination as to what is considered luxury vs. non-luxury rests with the Assistant Vice President for Finance or designee. Use of luxury accommodations will be reimbursed at the per diem rate.

Travelers who exceed allowable limits without proper 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 Expense Report. Explain fully any unusual charges.

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.

  Number of Persons in a Hotel Room

When two or more people travel on official State business and stay in the same non-luxury hotel room, the cost of the room cannot exceed the amount each individual could be reimbursed at the per diem guideline had they stayed in separate rooms.

Examples of luxury hotels include but are not limited to:  Ritz-Carlton, Paramount, Park Hyatt, Four Seasons Washington.  Final determination as to what is considered luxury vs. non-luxury rests with the Assistant Vice President for Finance or designee.

.350 Meals/Food and Beverage

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 an Expense Report, not an Accounting Voucher.

.351 Meals and Incidental Travel Expenses

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 tips, personal telephone calls, laundry and travel between lodging and places where meals are taken.

The M&IE Rates are governed by the GSA rates and are built into Chrome River.  These rates should be used to determine the maximum meal reimbursement amounts for official business meals and/or the M&IE reduction.  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.

The traveler may want to search the per diem criteria outside of Chrome River by going to the website:  http://www.gsa.gov/portal/content/101518. The M&IE Rates must be reduced for the applicable meal when meals are provided at no cost during an overnight travel period.  

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.

  Prorations and Reductions

On a travel departure or return day, 75% of the M&IE rate is reimbursed.  The calculation for this reduction is in Chrome River. For trips involving multiple travel destinations, base the reduction rate 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 the travel events, the applicable M&IE rate shall be reduced in Chrome River by the selection of the applicable meal.  For example, if lunch was provided at no cost, a deduction for lunch should be selected in Chrome River.

However, when meals are provided at no cost in conjunction with travel events on a travel departure or return day, the full M&IE rate is reduced by the full amount of the appropriate meal/meals.  For example, if lunch was provided at no cost on a travel departure or return day, the deduction of Travel Day as well as lunch should be selected in Chrome River.

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 Expense Report.

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 breakfast is offered at no charge by the hotel and the traveler does not partake in the breakfast due to any reasonable circumstances (e.g. early work hours do not allow for participation in the provided breakfast, the food provided was not adequate, the traveler's dietary needs were not met, etc.), then the traveler must note this on the Expense Report.  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 Expense Report documenting this information.

.352 Meal Reimbursements for Overtime and Official Business Meals

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 Expense Report.

Overtime Meal Rates  -  Overtime Meal Allowance policy described in the following table is built in Chrome River.  This table is for reference only.

  IF...

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.

  Note: 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.   Identification and affiliation with JMU of all persons involved must be included on the Expense Report. The University will reimburse official business meals based on actual costs incurred up to the amount of the allowed per diem. An original, itemized receipt is required for reimbursement of all business meals. Tips for official business meals is limited to 15% of the food/drink before taxes. The M&IE rate used will correspond to the location in which the individual purchases the official business meal. An Approving Authority may with sufficient justification, and the original itemized receipt, authorize a meal reimbursement up to 50% over the applicable per diem guideline.

.360 Meals and Incidental Expense

.361 IRS Reporting Requirements

Business meal reimbursements which are not related to overnight travel and are made under an accountability plan are not generally considered by the IRS to be reportable income.  Employees are responsible for reviewing and conforming to current IRS regulations.  Overtime meals are not considered Business Meals.  See the Overtime Meals section for further information.  The disbursing agency must determine IRS income reporting requirements for meals reimbursed under the sponsored program exception based on the circumstances of each case.

.362 M&IE Rate Table/Lodging/Meals and Incidental Expense (M&IE)

The GSA in Chrome River or by the web page (www.gsa.gov/portal/content/104877) provides the individual meal guideline amount for each respective daily amount. 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 GSA in Chrome River or by the web page 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.

.370 Miscellaneous Expenses

.371 Allowed Miscellaneous Expenses

  • 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 Expense Report.  A full explanation must be stated on the Expense Report 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 Expense Report. 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 Expense Report 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 $75.  When no receipt is required, the traveler must list the name of the toll/parking facility or where it was paid on the Expense Report.
  • 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.


.372 Disallowed Miscellaneous Expenses

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, hotels, 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.

.380 Prospective Employees, Employee Recruitment and Campus Visitors

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.  Meals for spouses of University employees are not reimbursable. 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 Approving Authority before making any commitment.  The traveler may use a JMU contracted travel agency for making travel arrangements.  An Approving Authority must approve the voucher and submit the Expense Report within 5 working days of receipt from the non-State employee.

.381 Prospective Employees

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 of candidates for positions of faculty, department head, director, dean, assistant vice president, senior vice president and positions above that level.  Travel may not exceed three (3) days.

.382 Campus Visitors

Travel expenses of consultants, speakers and other campus visitors are allowable. When paying honorariums or fees, a prior agreement or contract must accompany the accounting voucher.

The Office of Finance prefers to pay one all-inclusive 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 separately. No itemized receipts are necessary for all-inclusive payments.  

When paying travel expenses separately from the honorarium or fee, complete an Expense Report 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.


.400 International Travel Special Requirements

.410 Foreign Destination

Prior to making international travel arrangements, a Pre-Approval Report in Chrome River must be submitted to the appropriate Approving Authority, the appropriate Senior Vice President, as well as the Senior Vice President of Finance and Administration for their approval.  

This approval is required, whatever the source of funds used to pay travel expenses.

With careful consideration of the reasonableness limitations specified in the General section of these regulations, the Assistant Vice President of Finance 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 U.S. General Services Administration (GSA) which is built in Chrome River.  

The traveler may want to search the per diem rates outside of Chrome River by going to the GSA web page (www.gsa.gov/portal/category/21287)

Currency conversions are calculated in Chrome River when entering an Expense Report.

.500 University Provided Funds for Travel

The University provides funds for travel expenses by issuing charge cards. Travelers may also request prepayment of certain expenses by an Accounting Voucher.  In extenuating circumstances, the University will provide a WellsOne VISA Commercial Credit Card, which will be used as a declining balance card, to travelers to facilitate travel related expenses.  This subsection includes a detailed explanation of each method and restrictions that apply.

.510 Travel Charge Cards

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 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 is not 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 an Expense Report within sixty (60) 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. 

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 an alternate payment card to cover travel expenses, and the University Business Office does not grant travel advances.

  Travel Charge Card Request for ATM/Cash Exception

.520 Payment by Accounting Voucher

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 traveler's name.
  • A concise statement giving the reason for travel.
  • The dates when the travel occurred.
  • The number of days spent in lodging accommodations (show if lodging accommodations served as a conference site).
  • The number of meals and whether the meal is breakfast, lunch or dinner.
  • A copy of the Pre-Approval Report, if applicable.

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.


.530 Payment by WellsOne VISA Commercial Credit Card

Effective September 1, 2014, the WellsOne Commercial Card is an option reserved only for the following programs: International Studies Programs and the Marching Royal Dukes.  International Accounting administers all cards for the International Studies Programs.  The University Business Office and the Cash & Investments Office jointly administer cards for the Marching Royal Dukes.  Forms specific to these programs are not available online.

.540 Payment by Prepaid Payment Card

Effective March 13, 2017, the University offers a prepaid debit MasterCard product to replace the Wells Fargo Prepaid Payment Solutions Card, which will be available for the following scenarios (after all other funding options have been exhausted and documented): per diem only domestic travel for students representing the University, travel for students and/or faculty related to externally funded Sponsored Programs and/or employees leading groups/teams of students not eligible for individual per diem cards.  The traveler must submit a completed JMU Prepaid Payment Card Request for Funding, signed by the Approving Authority*.  Separate requests for funding forms exist for students, employees and sponsored program travelers.  The Request for Funding must include the following:

 
  • The traveler's name.
  • Employee or student ID#.
  • Amount requested to be funded on the Wells Fargo Prepaid Card Solutions Card.
  • The travel dates.
  • The Pre-Approval Report # for international travel.
  • The destination.
  • A concise statement giving the reason for travel.

*Approving Authority:  President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department head who is the Approving Authority for the DeptID.

If the funding is related to a Sponsored Program, the Request for Funding will require additional approval from the Sponsored Programs Accounting Office.  All Requests for Funding require a copy of a printed GSA Per Diem Calculation form to be attached. International Travel requires a completed and approved Pre-Approval Report in addition to a copy of a printed GSA Per Diem Calculation form.  No incomplete Requests for Funding will be processed.

ALL EMPLOYEE AND SPONSORED PROGRAM FUNDING REQUESTS REQUIRE the traveler to file an Expense Report upon completion of each travel event.

Once the completed Funding Request and accompanying documents are obtained, the traveler presents the request to the University Business Office for funding (and to receive a Prepaid Payment Card).  Each individual must sign a JMU Prepaid Payment Card Cardholder Agreement prior to being issued a Prepaid Payment Card.  Traveler must present proper identification (driver's license, JAC card, or passport) in order to receive a Prepaid Payment Card.  No one may pick up the card on behalf of the traveler.  (No exceptions will be made to this requirement.)  The traveler will be given a copy of the Cardholder Agreement to keep and will be responsible for abiding by the terms of the Cardholder Agreement. 

Prepaid Payment Cards will be issued within five (5) days of the trip departure date BUT NO LATER THAN ONE BUSINESS DAY PRIOR TO TRAVEL DEPARTURE DATE to allow sufficient time for card funding.  Cards will not be funded or released less than one day prior to travel date, travelers who fail to pick up reserved cards may submit requests for travel reimbursement.  Funds will be loaded on cards one business day prior to the departure day and cannot be removed.  The cards are the cardholder's permanent responsibility and belong to the cardholder, as do any funds remaining on the cards.  Departments will be expected to plan in advance and submit properly completed documentation no less than three (3) days prior to the trip departure date to allow Finance staff time to process the Card Agreement and related Funding Request.

Finance cannot provide departments with monthly Transaction Detail Reports.  This card product supports a card relationship between the cardholder and the bank.  The University Finance staff will serve only in the capacity of ordering, distributing and funding cards as appropriate.  Departments should remind travelers to retain and submit receipts upon completion of travel in compliance with the JMU Financial Procedures Manual Travel section 4215 requirements as well as any applicable departmental policies. 

Cardholders will have the option to register their cards online for balance monitoring, as well as additional card and transaction options based on cardholder choices.

If the total legitimate expenses submitted on the required Expense Report  exceeds the card transaction total, the traveler may be reimbursed for the difference, however, if the legitimate expenses are less than the card total funded, the traveler must reimburse the department within 30 days of the trip return date as noted on the Funding Request.  Reimbursement is made by presenting a completed Check Deposit Transmittal (DTF) form and check payable to James Madison University to the University Business Office along with a copy of the original Funding Request.  The responsibility for reimbursements due remain with the cardholder and the requesting department.  The requesting department is responsible for following up with the cardholder if excess funds were loaded on the card or the cardholder did not travel as expected.  The requesting department is required to send a copy of the receipted DTF to Cash & Investments within the 30 days of the trip return date via campus mail to MSC 5711 or via email to iis.finance@jmu.edu.  The DTF should reference the cardholder's name, date and amount for which the card was originally funded.  Should a department neglect to follow up on excess cardholder funding, future prepaid funding requests may not be authorized.

The forms related to the Prepaid Payment Card are available in the JMU Financial Procedures Manual Forms Index and instructions for completion are available below in section .950 and .960 Forms Preparation Instructions.

.550 International Retail Payments

Effective April 10, 2017, the University offers a Retail payment product hosted by Western Union Business Services, which will be available for the following scenarios (after all other funding options have been exhausted and documented): international travel related to externally funded Sponsored Programs or other university funded, international travel not affiliated with a JMU Center for Global Engagement Educational Program.  The traveler must submit a completed JMU International Cash Payout Request Form signed by the Approving Authority*.  Separate requests for funding forms exist for student and employee travelers.  The Pay Out Request must include the following:

 
  • Department Name
  • Date
  • Name of Traveler
  • DeptID #
  • Pre-Approval Report #
  • Traveler's Phone Number
  • MSC
  • Travel Begin and End Dates
  • Email
  • Date funds are required
  • SPA Approved?
  • Cash payout essential to travel event?
  • Brief Description:  A concise statement giving the reason why the cash payout is essential to this trip
  • Currency to be picked up or mobile payments option - choose one
  • Destination Country
  • Payment Date(s) / Payment Amount(s) / Currency Type

*Approving Authority:  President, Vice President, Assistant Vice President, Dean, Asst/Assoc Dean, Director, or Department head who is the Approving Authority for the DeptID.

If the funding is related to a Sponsored Program, the Request for Funding will require additional approval from the Sponsored Programs Accounting (SPA) Office.  International Travel requires a completed and approved Pre-Approval Report to be attached.  No incomplete Requests for Funding will be processed.

ALL EMPLOYEE AND SPONSORED PROGRAM FUNDING REQUESTS REQUIRE the traveler to file an Expense Report upon completion of each travel event.

Once the completed Funding Request and accompanying documents are obtained, the traveler presents the request to the Cash and Investments for review and consideration (allow two weeks for review and processing).  Each individual must sign a JMU International Cash Pay Out Agreement prior to being issued an International Cash Pay Out by the university.  Traveler must present proper identification (driver's license or passport) in order to receive the funds wired abroad to the Western Union Retail Merchant on their behalf. Depending on the regulations of the designated country, an additional requirement for a test question may also be required.  No one may pick up the cash on behalf of the traveler.  (No exceptions will be made to this requirement.)  The traveler will be given MTCN# to use along with their ID and will be responsible for ensuring their name as provided on the Cash Payout Request Form matches exactly to the government issued picture ID they will use to retrieve the cash. The merchant will not release the cash if these procedures are not followed. Travelers failing to adhere to these procedures will be held responsible for any loss of funds wired on their behalf by the university.

Funds will be released based on the schedule provided on the Cash Pay Out Request Form and cannot be recalled.  The funds are the traveler's permanent responsibility.  Departments will be expected to plan and submit properly completed documentation no less than two (2) weeks prior to the trip departure date to allow Finance staff time to process the Cash Pay Out Agreement and related Pay Out Request Form.

Finance cannot provide departments with detail transaction reports.  This product supports a payout relationship between the traveler and the merchant.  The University Finance staff will serve only in the capacity of funding payouts as appropriate.  Departments should remind travelers to retain and submit receipts upon completion of travel in compliance with the JMU Financial Procedures Manual Expenditures and Travel section 4205 and 4215 requirements as well as any applicable departmental policies.

If the total legitimate expenses submitted on the required Expense Report exceeds the cash pay out transaction total, the traveler may be reimbursed for the difference, however, if the legitimate expenses are less than the cash payout total funded, the traveler must reimburse the department within 30 days of the trip return date as noted on the Pay Out Request Form.  Reimbursement is made by presenting a completed Check Deposit Transmittal (DTF) form and check payable to James Madison University to the University Business Office along with a copy of the original Funding Request.  The responsibility for reimbursements due remain with the traveler and the requesting department.  The requesting department is responsible for following up with the cardholder if excess funds were disbursed or if the traveler did not travel as expected.  The requesting department is required to send a copy of the receipted DTF to Cash & Investments within the 30 days of the trip return date via campus mail to MSC 5711 or via email to iis.finance@jmu.edu.  The DTF should reference the traveler's name, date and amount for which the Cash Pay Out was originally funded.  Should a department neglect to follow up on excess Cash Pay Out funding, future funding requests may not be authorized.

The forms related to the International Cash Pay Out process are available in the JMU Financial Procedures Manual Forms Index and instructions for completion are available below in section .980 and .990 Forms Preparation Instructions.

.600 Travel Reimbursements

.610 Expense Reports

JMU Travel Regulations require the entry of an Expense Report in Chrome River 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 an Expense Report.  Attach copies of all appropriate receipts and supporting documentation to the Expense Report. 

The department must print a copy of the Expense Report, attach the original receipts and supporting documentation and keep the hard copies for one year.

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 an Expense Report 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 Expense Report and identify the requested exception on the Expense Report, referencing the attached documentation.

By submitting the Expense Report, the traveler is certifying the accuracy of all information and the legitimacy of the travel.  Approval in Chrome River of the traveler’s supervisor certifies that the supervisor agrees that the travel was necessary and the requested reimbursements are proper.  Approval of the appropriate Approving Authority certifies that the reimbursement being requested is authorized. Travelers are responsible for the legitimacy and presentation of supporting documentation included with the Expense Report.  

Travelers must submit a completed Expense Report for approval within sixty (60) days after completion of the trip.  In the case of continuous travel, the traveler must submit the Expense Report within 60 days of the last day of travel for which reimbursement is requested.  The traveler's supervisor must approve and submit the Expense Report within five (5) working days of receipt.  The Approving Authority must approve and submit the Expense Report within five (5) working days of receipt.

An Approving Authority must approve and submit an Expense Report for non-state employees within five (5) working days of receipt.

.620 Required Travel Documentation Checklist

Travelers must provide the information and applicable supporting documentation listed below.  The traveler must submit the original copy of receipts and forms with the Expense Report.  Items listed include a reference to the corresponding subsection of this procedure.

 
  • Original approved Pre-Approval Report for international travel (.311).
  • Copy of approved, James Madison University State Vehicle Request Form authorizing the use of a personal vehicle if trip is and over 280 miles average per day (.334.1).
  • Receipt for rental vehicle payments (.335.3).
  • Receipts for transportation payments (.335).
  • Copy of approval to use charter (.335.2) or personal aircraft (.336).
  • Copy of approval to use State-owned aircraft (.333.3).
  • Receipts for lodging payments (.340).
  • Receipts for registration fee payments (.311).
  • Reason for phone toll calls, telegrams, facsimiles or internet access charges (.371).
  • Receipt for parking or toll expenses that exceed $75 (.371).
  • Receipt for taxi fare that exceeds $75 (.371).
  • Itemized receipts for official business meals (.352).

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.  

.700 Responsibilities

.710 Department/Traveler

  • Prepares a Pre-Approval Report in Chrome River for all international official business and for all incoming foreign national visitors, prior to incurring any costs associated with said travel.
  • Obtains some form of approval from an approving authority for domestic travel.
  • Complete Off Campus Retreat Authorization Form for off campus retreat requests.
  • Upon receipt of the approved Pre-Approval Report, arranges travel according to requirements of this procedure.
  • Maintains required supporting documentation for travel or travel related expenses for reimbursement or payment by the University.
  • Submit legal, legible and complete Expense Report within sixty (60) days after completion of the trip.

.720 Traveler's Supervisor

  • Provides faculty and staff, involved in official University travel, access to University policies and procedures, ensuring travelers understand their responsibility for making a good faith effort to secure lodging within the guidelines before requesting exceptions.
  • Approves and forwards completed Pre-Approval Reports and associated forms as directed by this procedure.
  • Approves and forwards Expense Reports within five (5) working days of receipt from the traveler.

.725 Approving Authority

  • Reviews and approves expense reports within five working days of receipt.
  • Approves all overnight travel, both domestic and international.
  • Approves retreats held at off campus locations.
  • Approves all travel involving incoming foreign national visitors.
  • Authorizes lodging exceptions for accommodations other than hotel/motel.
  • Approves reimbursement requests for lodging and business meals up to 150% of guidelines for both in-state and out-of-state travel when circumstances warrant.

.730 Vice Presidents *

  • Approves all international travel.
  • Approves retreats held at off campus locations.
  • Approves all travel involving incoming foreign national visitors.

* Only includes Provost and Senior Vice President for Academic Affairs, Senior Vice President for Administration and Finance, Senior Vice President for Student Affairs, Vice President for University Advancement, and Vice President for Access and Enrollment Management.

.740 Finance Division

  • Maintains travel policies and procedures.
  • Reviews and processes travel expense reimbursement and payment documents.
  • Records travel payments in the Financial Information System, Cardinal and maintains documents and supporting documentation.
  • Monitors personal vehicle mileage.

.750 Facilities Management Operations

Transportation Manager

  • Approves travelers' requests to use personal, rental and state vehicles.
  • Approves State Vehicle Request Forms, assigns state vehicles, arranges rental vehicles when travel is initiated from the traveler's base point, completes billing information and distributes copies to departments.

.800 Processing Procedures

.810 Department/Office/Traveler

  • Prepares a Pre-Approval Report for all international official business and for all incoming foreign national visitors.  
  • Prepares Off Campus Retreat Authorization Form for requests to hold retreats at off campus locations.
  • Upon receipt of the approved Pre-Approval Report, makes travel arrangements.
  • Contacts a JMU contracted travel agency to make air reservations and purchase tickets.  Gives the travel agency their name and Credit Card name and number.  Requests the travel agency to book airline flights with the best fares and excursion rates available.  NOTE: Special rates may be available as early as 180 days before departure.  Also may ask the travel agency to obtain the most economical lodging accommodations available.
  • Uses the Travel Charge Card to purchase lodging, air and rail tickets through the Internet if the vendor has a secure Web site.  Uses the SPCC or personal credit card to purchase air and rail tickets through the Internet if the vendor has a secure Web site.  Contacts Facilities Management Transportation Manager to request the use of a state vehicle, if applicable, for trips over an average of 280 miles per day.  Completes the James Madison University State Vehicle Request Form, if a state vehicle is available.
  • Requests approval to use a personal vehicle (when a state vehicle is available) for trips over an average of 280 miles per day.  Submits a cost/benefit analysis for using a personal vehicle to the Transportation Manager.
  • Completes an Expense Report and attaches supporting documentation. Submits the Expense Report within sixty (60) days after completion of the trip.  For overnight or continuous travel, submits the Expense Report within sixty (60) days of the last day of travel, for the requested reimbursement.

.815 Approving Authority

  • Reviews Pre-Approval Report and attachments for travel by employees directly under their purview, reviews for correctness, approves.
  • Reviews and approves Expense Reports within five (5) days of receipt.

.820 Senior Vice Presidents

  • Reviews and approves Pre-Approval Reports.
  • Receives completed Off Campus Retreat Authorization Form.  Reviews and approves form and forwards to Assistant Vice President for Finance.

.830 Office of Assistant Vice President for Finance

  • Approves Off Campus Retreat Authorization Forms.
  • When circumstances warrant, approves lodging up to 100% over applicable guidelines.

.840 Office of Accounts Payable

  • Audits Expense Reports for correctness and compliance with University and state requirements.
  • Enters reimbursement data into the Financial Information System.
  • Maintains a report of personal vehicle mileage reimbursements made to travelers.
  • Maintains copies of University Travel Management Contracts.

.850 Traveler's Supervisor

  • Approves Expense Reports within five (5) working days.

.860 Facilities Management Operations

Transportation Manager

  • Approves requests to use a personal vehicle, when a state vehicle is available, for a trip over an average of 280 miles per day.
  • Approves requests to use state vehicles and assigns a vehicle to the traveler.
  • Makes arrangements for rental vehicles when applicable.
  • Completes the Billing Information section of the Request for State Vehicle form and forwards a copy to the Department of the traveler.

.900 Forms Preparation and Submission

.910 Pre-Approval Report for International Travel

.911 Required

The traveler must complete a Pre-Approval Report for approval of all University supported international destination travel.  The Pre-Approval Report is also required to obtain approval for foreign national visitors. 


.920 James Madison University State Vehicle Request Form

.921 Required

This request is required for university employees to reserve state vehicles for official business travel.

.922 Where to Obtain Blank Forms

A request must be entered into the AIM system by someone in the department that has access to that system.

.923 Number of Copies

Complete one copy.

.924 Where to Send Completed Forms

The request is submitted online.  Print the signature page and have it signed by the Approver. This sheet can then be emailed or faxed to Transportation.


.950 Prepaid Payment Card Funding Request

.951 Required

The traveler must complete this form to request Prepaid Payment Card Funding for University Supported Travel only after exhausting all other payment options.

.952 Where to Obtain Blank Forms

A blank form is available online in the FPM Forms Index.

  Employee Sponsored Programs Student


.953 Number of Copies

Complete the Original and make one copy of the form.  The copy is kept by the traveler/department.

.954 Where to Send Completed Forms

Submit the Original to the University Business Office with a copy of the Pre-Approval Report only if international travel and GSA Per Diem Calculation attached for processing of the request.  International Travel requires attached documentation as indicated in section 4215.410 in place of the GSA Per Diem Calculation form.  Incomplete requests will not be processed.

.955 Required Supporting Documents

Attach a completed copy of the Pre-Approval Report (only if international travel) and the completed GSA Per Diem Calculation [located at: http://www.gsa.gov/portal/category/26429 ].

.956 Form Preparation Instructions

This subsection provides detailed instructions for preparation of the Wells Fargo Prepaid Card Solutions Card for Funding forms.  Note: Separate Request for Funding forms exist for students, employees and sponsored program travelers.  These instructions are applicable to all three forms.

  Name of Traveler: Enter the name of the person traveling.
  Employee PeopleSoft HR ID # or PeopleSoft SA Student ID#: Enter the PeopleSoft HR or SA ID# for the traveler.
  PA#: Enter Pre-Approval Report # from the completed, attached PA (International only).
  Date of Birth: Enter Traveler's DOB: DD/MM/YYYY
  Amount Requested $: Enter the total amount being requested. (Total should agree to per diem calculation sheet attached unless very unusual circumstance and permission for exception will need to be granted.)
  Travel Dates: The departure date and return date for the trip.
  Travel Address: Enter the traveler's physical address.
  Destination: Enter final destination for the trip.
  Purpose of Travel: Give a brief description of the purpose of the travel.
  Date: Date Approving Authority signs the form.
  Signature of Approving Authority: The Approving Authority must sign on this line.
  Title: Enter the title of the Approving Authority on this line.
  Date: Date traveler signs the form.
  Signature of Traveler: The traveler must sign on this line.
  Department/DeptID#: Enter the name of the department and the Department ID number for the Department.
  *For all SPA funded requests, all travelers, regardless of student or employee status, must specifically use the Request for Funding – Sponsored Programs form.  This form includes the requirement for SPA Approval.  There are NO Exceptions to this requirement.
  Date: Date SPA Representative signs the form.
  Signature of SPA Representative: SPA approver signs on this line.
  Printed Name of SPA Approver: Enter the name of the SPA approver on this line.


.960 JMU Prepaid Payment Card Cardholder Agreement

.961 Required

The traveler must complete this form to request use of a Prepaid Payment Card for University Supported Travel if no other payment options are available to the traveler.

.962 Where to Obtain Blank Forms

  Employee Sample Form Student Sample Form

The online sample form is provided for informational purposes ONLY.  Do not complete the agreement in advance.  The cardholder will be given the original blank form at the University Business Office to complete and will be provided with a completed copy to retain for their records.  DO NOT COMPLETE IN ADVANCE.

Bring proper photo identification to the University Business Office (current university issued JAC card or driver's license). The individual requesting the card must sign out the card in person. No one else may pick the card up on the traveler's behalf.  NO EXCEPTIONS

.963 Required Supporting Documents

Current photo identification: university issued JAC card or driver’s license.

.964 Form Preparation Instructions

This subsection provides detailed instructions for the information that will be required for completion of the Wells Fargo Prepaid Card Solutions Card Cardholder Agreement when visiting the University Business Office.  There is an employee agreement and a student agreement.  Graduate students are still considered students and must complete the student cardholder agreement.

  Name of Employee/Student: Enter the name of the person requesting card. (Front of agreement)
  Employee or Student Name: Enter the printed name of the individual requesting the card.
  Team/Department: Enter the name of the department sponsoring the person requesting the card.
  Street Address: Enter the street address.
  City, State and Zip: Enter the City, State, Zip.
  Date of Birth: DD/MM/YYYY.
  Email: Enter the JMU email.
  Employee/Student ID#: Enter the PeopleSoft HR/SA #.
  Phone: Enter the phone# for the person requesting the card on this line.
  Employee or Student Signature & Date: The employee or student signs their name and enters date signed on this line.


.970 GSA Per Diem Calculator

.971 Required

The traveler must complete and print this form to demonstrate appropriate per diems are calculated for related travel.

.972 Where to Obtain Blank Forms

A blank form is available online at:  http://www.gsa.gov/portal/category/26429 .

.973 Number of Copies

Complete the Original and keep one copy for the cardholder’s records. 

.974 Where to Send Completed Forms

Attach the Original to the JMU Prepaid Payment Card Request for Funding. 

.975 Required Supporting Documents

Completed and approved Pre-Approval Report must also be attached to the Request for Funding.

.976 Form Preparation Instructions

Follow the online instructions provided on the user site.


.980 JMU International Cash Pay Out Request Form

.981 Required

The traveler must complete this form to request an International Cash Pay Out for University Supported International Travel only after exhausting all other payment options.

.982 Where to Obtain Blank Forms

A blank form is available online in the FPM Forms Index.

International Cash Pay Out Request Form

.983 Number of Copies

Complete the Original and make one copy of the form.  The copy is kept by the traveler/department.

.984 Where to Send Completed Forms

Submit the Original to the Cash and Investments Office with a copy of the PA for processing of the request.  International Travel requires attached documentation as indicated in section 4215.410 in place of the GSA Per Diem Calculation form.  Incomplete requests will not be processed.

.985 Required Supporting Documents

Attach a completed copy of the Pre-Approval Report.

.986 Form Preparation Instructions

This subsection provides detailed instructions for preparation of the International Cash Pay Out Request Form.

  Name of Traveler: Enter the name of the person traveling.
 

Employee PeopleSoft HR ID # or PeopleSoft SA Student ID#:

Enter the PeopleSoft HR or SA ID# for the traveler.
  PA #: Enter Pre-Approval Report # from the completed, attached PA (International only).
  Date of Birth: Enter Traveler's DOB: DD/MM/YYYY
  Amount Requested $: Enter the total amount being requested. (Total should agree to per diem calculation sheet attached unless very unusual circumstance and permission for exception will need to be granted.)
  Department Name: Enter name of traveler’s department
  Date: Enter date of request
  Name of Traveler: Enter Name of Traveler as shown on Government Document to be used to pick up funds
  Deptid: Enter budget # of funding department
  Traveler’s Phone Number: Enter phone number for traveler

MSC:

Enter Mail Stop Code for Traveler
Travel Begin and End Dates: Enter departure and return dates for trip
Email: Enter traveler’s email address
Date funds are required: Enter initial date cash pay out is required at international destination
SPA Approved: Enter Yes or No from drop down as to whether or not this is a Sponsored Program?
Cash payout essential to travel event or Mobile Payments? Enter Yes or No from drop down to each.
Brief description: Enter concise statement as to why this cash payout is ESSENTIAL to this trip.
Currency denomination: Specify in what currency the funds are being requested.
Payment Date(s)/Payment Amount(s)/Estimated Rate: Enter the exact date(s)/amount(s)/rate the cash payout(s) are being requested.
Pre-Approval Report # for International Travel: Attach a copy of the completed & approved PA.
  *For all SPA funded requests, this form includes the requirement for SPA Approval.  There are NO Exceptions to this requirement.
  Signature of SPA Representative: SPA approver signs on this line.
  Signature of Approving Authority: Approving Authority signs in this box.



.990 JMU International Cash Pay Out Agreement

.991 Required

The traveler must complete this form to request use of an International Cash Pay Out Request for University Supported Travel if no other payment options are available to the traveler.

.992 Where to Obtain Blank Forms

  Employee Form Student Form

Bring or scan the completed Employee or Student Agreement along with the supporting government issued photo identification to the Cash and Investments Office (current passport or driver's license). If scanning, please email to iis.finance@jmu.edu. The individual requesting the Cash Pay Out will need to retrieve the cash in person.  No one else may pick up the Cash Pay Out on the traveler's behalf. NO EXCEPTIONS.

.993 Required Supporting Documents

Current government issued photo identification: current passport or driver’s license with picture only.

.994 Form Preparation Instructions

This subsection provides detailed instructions for the information that will be required for completion of the JMU International Cash Pay Out Agreement for submission to the Cash and Investments Office.  There is an employee agreement and a student agreement.  Graduate students are still considered students and must complete the student cardholder agreement.

  Employee or Student Name: Enter the printed name of the individual requesting the card.
Team/Department: Enter the name of the department sponsoring the person requesting the card.
  Street Address: Enter the street address.
  City, State and Zip: Enter the City, State, Zip.
  Date of Birth: DD/MM/YYYY.
  JMU Email: Enter the JMU email.
  Employee/Student ID#: Enter the PeopleSoft HR/SA # from JAC Card.
  Phone: Enter the phone# for the person requesting the card.
  Employee or Student Signature & Date: The employee or student signs their name and enters date signed on this line.