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T.A. Application
Travel Forms
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Student Forms
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Travel Resources & Tips
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Travel Policies
To contact us:
Auxiliary Service Bldg. 111
Rexburg, ID 83460-8009
208-496-2960
208-496-2961
Fax : 208-496-2319
Monday - Friday 8:00-5:00
TRAVEL POLICIES AND PROCEDURES
(update 02/2005)
BYU-Idaho employees are eligible to travel at University expense for approved University business if their immediate supervisor authorizes such travel and if funds are available. These expenses include transportation, lodging, food, registration fees, and related travel expenses. However, food expenses are not included unless the travel is overnight.
Group travel for students and employees, such as field trips, athletic trips, tour groups, performing groups, etc., must be approved prior to the trip by the supervisor of the employee in charge of the group. This includes all travel even for day trips. Approved expenses include transportation, lodging, food, registration fees, passes, and related travel expenses. Group travel details are found on the Intranet at Tour Group Procedures.
It is the responsibility for each traveling employee and the one in charge of each travel group to make every effort to limit the cost of travel through conservative travel plans and expenditures.
Assistance with travel plans is available from the Purchasing and Travel Office (Ext. 2312).
1. USE OF TRAVEL AUTHORIZATION/EXPENSE FORM (TA)
The Travel Authorization/Expense Form (TA) should be used by employees for all overnight travel. You can obtain a Travel Authorization through the Travel Web Page. If several employees are traveling together, one TA may be used. Use a different TA for each trip.
The TA number should be used to identify all expenses relating to the approved trip, such as airfare, check request, departmental hand check, direct hotel billings, and vehicle rental. The total cost of the trip will be charged to the department after all costs of the trip have been accumulated using the TA number and the TA has been reconciled on the computer. If the trip is not reported as completed by the end of each month, the accumulated charges to that point will appear as an encumbrance on the monthly departmental reports for budgeted departments.
All travel must be approved by the traveling employee's supervisor or by someone at a management level higher than the employee's supervisor. The travel information, estimated expenses must be entered on the TA before any commitment or payment of funds is made and before the trip begins.
3. SEMINAR AND CONFERENCE REGISTRATION FEES
Payment of registration fees for seminars or conferences should be paid either by a credit card or a check from the University. If a check is desired, use a Departmental Hand Check or submit a check request to the Accounting Office. The TA number should be on the copy of the check or on the request. Use object code 6150. The check can be mailed or picked up and hand carried by the traveler.
If air transportation is desired, the traveler should contact the BYU-Idaho Travel Office at extension 2960 or 2961. The agent can give the traveler estimates for airfares, hotel rates, and rental car rates. The agent cannot guarantee airfare charges until the tickets are actually booked; however, they may be able to hold a price, depending on the restrictions of the ticket. Be prepared to give the agent as much information about your travel requirements and itinerary as possible, including exact dates and times for travel and any scheduling flexibility. If you are aware of some special airfares, hotel rates, etc., feel free to share them with the agent. An informed traveler often gets the best values.
The traveler is expected to use the lowest available fare that reasonably meets the travel itinerary. If a traveler wants a flight that exceeds the cost of the lowest fare by more than $50, approval from the appropriate vice president or his designee will be required by the travel agent. Additional fares will not be paid solely to acquire frequent flier miles for the traveler.
When the reservations are made, the agent will need the TA and account numbers. These charges are billed directly to BYU-Idaho. The number identifies which trip to charge when costs are paid by the University.
To obtain the best price, plan in advance and try to book tickets several weeks before the trip. Avoid changes. Changes to an itinerary can be very costly.
Tickets, cash advances, and travel itineraries may be picked up at the BYU-Idaho Cashiers Office after the trip is booked.
If changes need to be made while traveling, call the BYU-Idaho Travel Office at the number listed above. (The telephone number is also listed on the airline travel itineraries.) A travel agent will assist you to get the best price on the change. If you have an emergency and cannot call the BYU-Idaho Travel Office, you may purchase your own ticket and charge it to your corporate or personal credit card and enter it on the TA for reimbursement. Any unused portion of an airline ticket should be returned to the Cashiers Office.
Nonrefundable vs. Refundable Tickets
When purchasing an airline ticket, a traveler has the option of booking a refundable or nonrefundable ticket. Because the cost is significantly reduced, the BYU-Idaho Travel Office will book nonrefundable tickets unless a refundable ticket is specifically requested. In many instances, the cost of a refundable ticket can be up to twice the amount of a nonrefundable ticket. An unused nonrefundable ticket cannot be returned for a refund.
When arranging airline travel with the Travel Office, please keep the following in mind:
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- When airline reservations need to be changed, notify the Travel Office as soon as possible--before the original departing flight.
- The Travel Office agents can generally make itinerary changes for a change fee (usually between $100 and $150) when notified before the flight.
- If a flight is missed or the trip is canceled, the cost of the ticket(s) cannot be refunded. Return the ticket(s) to the Travel Office and a credit toward a future flight will be issued by the airline in the name of the traveler less the change fee.
- Group tickets (10 tickets or more).......
All travelers should complete a personal profile form to help the BYU-Idaho travel agent provide better service. The profile includes credit card numbers, frequent flyer numbers, hotel preferences, car rental express numbers, etc. The Traveler Profiles are available on the Travel Web Page
To reserve or pay for hotel accommodations, a credit card should be used. Employees are encouraged to utilize the BYU-Idaho Travel Office in booking their hotel accommodations. The BYU-Idaho Travel Office frequently has access to lower rates. Reimbursement will be given to the employee when the trip is completed and the TA is processed. If a credit card is not accepted, use a Departmental Hand Check or submit a Check Request to Accounts Payable. Be sure the TA number is included on the check or request. For those few hotels that charge directly to the University, the TA number must be on their bill. The traveler is responsible to contact the Travel Office to cancel hotel guarantees that were made by the Office if changes are made to their trip.
The Church and University have contracts with car rental companies. When traveling, employees should contact the Travel Office to rent a vehicle.
For rental of vehicle for use on trips originating in Rexburg, visit Vehicle Rental Request on the Fleet Services web page (See paragraph 9.)
By ordering airline tickets through the BYU-Idaho Travel Office, travelers will automatically receive, at no cost to themselves or the University, $500,000 for accidental travel insurance (AD&D), $1,250 for baggage reimbursement $1,000 for hotel burglary and $10,000 for emergency evacuation. All personnel traveling on University business (including students) fall under the travel insurance policy. Employees who choose to purchase additional travel insurance will do so at their own expense. (Note: When traveling on a no-charge ticket, the corporate credit card company insurance will not be in effect.)
Travelers using privately owned vehicles must have a personal insurance policy in force which provides the following coverage for the vehicle:
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- $100,000 for personal injury to, or death of, one person
- $300,000 for injury to, or death of, two or more persons in one accident
- $100,000 for property damage
Travelers using rental vehicles under the Hertz or Alamo contracts within the United States should not sign up for the rental company's insurance. The insurance is included in the contract rate. However, insurance should be purchased for any rental vehicles outside the United States or in El Paso, Texas.
9. UNIVERSITY VEHICLES AND PERSONAL VEHICLES
Vehicles should be rented through the BYU-Idaho Fleet Services for use originating in Rexburg. See BYU-Idaho Vehicle policy . For overnight travel, a TA number will be required. For same-day travel, a TA number is not required. The on-line vehicle rental request form will determine whether you need a TA based on the data entered regarding the trip.
Oil company credit cards are provided with each Motor Pool or Enterprise rental vehicle to be used for vehicle expenses while traveling. If it is necessary to use cash or a personal credit card, the receipts should be turned into Motor Pool when the vehicle is returned in order to obtain reimbursement. Do not include such expenses on the TA.
If a traveler is involved in an accident while driving a University vehicle, the department will be charged up to $100. The balance of the accident will be covered by University insurance.
A personal vehicle may be used under the following conditions, if the insurance coverage requirements of section 8 are met. The use of personal vehicles at the full approved rate is available only for travel to and from the Idaho Falls airport and other approved local area travel. A personal vehicle maybe used for other University travel at half the approved rate if authorized by the department head. See the BYU-Idaho mileage table for a the current approved rates and mileage to selected destinations.
Travel Advances should be requested only for cash actually needed. An advance should not be requested for expenses that can be charged on the corporate credit card, a personal credit card, or can be paid with a BYU-Idaho check.
Cash advances between $25 and $600 can be obtained up to three working days before the trip begins. If the amount is over $600 a check will be issued. Group tours will be issued cash over the allowable limit by authorization of the tour director. If cash is needed, complete the advance section of the TA and bring the white copy to the Cashiers Office. Another employee may obtain this advance if the traveling employee signs the TA indicating authorization. For larger amounts or if needed more than three days in advance, submit the white copy of the TA to the Accounts Payable Office at least 48 hours before the check is expected.
Travel advances are considered as loans to employees. When the travel advance exceeds the actual expenses reported on the TA, the difference should be deposited at the Cashiers Office. The travel advance may be deducted from the employee's paycheck if the unused portion of the cash is not returned to the Cashiers Office and the expenses incurred are not reported on the TA within five working days.
11. USE OF CORPORATE CREDIT CARD OR PERSONAL CREDIT CARD
A corporate credit card or a personal credit card of the employee should be used to pay for travel related expenses rather than obtaining a cash advance. Personal charges should not be made on the corporate card.
Upon approved application and at no charge to the employee, the University provides a corporate credit card (American Express or VISA) to any full-time employee who travels at least once a year. The University encourages all personnel who travel to have one of these cards to be used for business related travel expenses. Corporate card applications are available at KIM 290, Ext. 1144.
Corporate cards are issued in the name of each employee who in turn is responsible to pay the balance owing within 30 days after receiving the monthly statement from the credit card company. Receipts for expenses must be submitted with the TA at the end of the trip to obtain reimbursement. Credit card charge slips are not acceptable as a receipt unless detail of the transaction is included on the slip. Monthly statements are not acceptable. The reimbursement should be used by the employee to pay the balance owing on the card. If the corporate card is not paid on time, it is subject to cancellation.
If the card is lost or stolen, the employee is responsible to immediately contact the credit card company (American Express, 1-800-528-2121; VISA, 1-800-847-2911) and then Financial Services, KIM 290, Ext. 1144. University and individual liability for charges ceases an soon as this notification is given.
Ordinary and necessary travel expenses will be reimbursed by the University to traveling employees. Other incidental expenses are to be paid by the employee. The following are examples of reimbursable travel expenses:
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- Appropriate air and vehicle transportation expenses from campus to the destination and return. Any nonbusiness transportation expense during the trip will be the responsibility of the employee.
- Appropriate lodging accommodations both en route and at destination. A corporate or personal credit card should be used to guarantee and later to pay for lodging reservations. Generally, no charge will be made to the credit card until the trip is made; but if a charge is made to hold accommodations, the traveler should submit a Check Request, including the TA number, to Accounts Payable to obtain reimbursement in time to pay the credit card bill. Any additional charges for a spouse or family member is not reimbursable. If a trip is canceled, it is the traveler's responsibility to cancel hotel reservations to avoid the charge.
- Reimbursement for meals at the per diem rate, which includes tips. This does not apply to same-day travel. There are two per diem rates. Most destinations are the standard rate. Refer to the BYU-Idaho per diem table for a list of approved "high cost" cities and the rate to be used. Do not include meals which were provided by airlines, conventions, hotels, etc. Actual meal expenses for foreign travel may be used, but receipts are required.
- Reasonable business-related telephone calls. One personal call each day is also allowed for the purpose of communicating safe arrival and continued well-being.
- Seminar and conference registration fees.
- Vehicle expenses. Vehicle expense include rental, mileage for use of personal vehicle, gas charges, parking, toll roads, commuter bus, shuttle, and tips for appropriate transportation costs.
- Costs for hosting activities.
13. TRAVEL WITH NON-UNIVERSITY PERSONS
Other persons may accompany an employee on a trip. However, the additional costs incurred must be paid by the employee. The only exception is when the person is also on University business, which must be approved in advance by the appropriate vice president. This must appear in the comments section of the TA.
14. COMPLIMENTARY TRAVEL FROM VENDORS
Employees should not accept any complimentary travel, hotel, or food expenses paid by a vendor where the purpose of the vendor is to sell or promote a product or service.
15. RECEIPTS FOR TRAVEL EXPENSES
Receipts must be turned in with the TA to support most travel expenses. If receipts are missing, federal law requires that any money not recovered from the employee would have to be reported as wages on the employee's W-2 Form and would become subject to income tax.
Receipts are not required for the per diem meal allowance, reimbursed mileage for use of personal vehicle, parking, toll roads, commuter bus, shuttle, non-meal tips, and air transportation obtained through BYU-Idaho Travel. However, these expenses should be listed separately on the TA.
Credit card charge slips are not acceptable as receipts, unless they contain detailed information regarding each charge.
If the attached receipts include expenses for a traveling companion, note on the receipt the portion incurred by the companion. Only the difference, or amount incurred by the employee, should be entered on the TA.
The completed second (canary) copy of the TA with required receipts must be turned in to the Accounts Payable Office within five working days after the trip is complete. Instructions regarding the completion of the TA are on the reverse side of the third (pink) and forth (gold) copies of the form.
If the amount of a travel advance is more than the actual cash expenses reported on the TA, the difference must be deposited at the Cashiers Office within five working days after return. The completed TA should also be turned in to the Accounting Office within five days. Since an advance is considered a loan to the employee, the amount of the advance that is not either deposited or reported on the TA will become subject to deduction from the employee's paycheck.
The supervisor's signature does not need to be obtained again if the total amount of the trip does not exceed the approved estimated cost by $50 or 10 percent, whichever is larger. If it does exceed this limit, the supervisor's signature must be obtained the second time before the TA is turned into Accounts Payable.
17. TRAVEL CHARGES TO DEPARTMENTAL ACCOUNTS
Travel expenses will be accumulated for each trip (by TA number) in the Accounting Office. When the TA has been completed and submitted to Accounts Payable for final processing, the total amount of the trip will be charged to the department. An accurate accounting for each trip can only be done if the traveler includes the TA number on all payments or requests for payments relating to the trip.
- Transportation on University business within the Rexburg area generally is not reimbursable.
- Meals during day trips are not reimbursable as travel expenses. If business is discussed or transacted during a meal, it is reimbursable. These meals can be paid with a department hand check, or the employee can be reimbursed by submitting a check request to the Accounts Payable Office. An appropriate description of the purpose of the meal, who was present, and receipts must be included with the check copy or check request.
1. MILEAGE TABLE TO MAJOR CITIES
2. MEAL PER DIEM RATES BY CITY
Last updated on 02/18/2005 13:53:03.
