SAO Travel Policy Revisions *Updated*
We have received information regarding additional changes to the travel guidelines to be effective for travel beginning August 1, 2013.
• The issuance threshold for travel advances is reduced from $500 to $200.
• Travel advances are available to employees whose salary is less than $50,000 annually. Individuals with a salary in excess of $50,000 no longer qualify for travel advances. Travel advances for teams/groups are available for students and employees that meet the advance criteria that are also accompanying the team or group.
• Reports submitted after 60 days from the last date of travel will be included in the employee’s W-2 as taxable earnings. For the purpose of this requirement, ‘submitted’ is defined as submitted in PeopleSoft for approval at the department level. Travel expense reports are required to be submitted for approval within 45 days of the last date of the travel.
• Fleet vehicles must be considered first prior to renting a vehicle or use of personal vehicle.
• All approvers in the submission process are held accountable for having reviewed expense reports for appropriateness and reasonableness.
The changes in the policies and guidelines are reflected on the Controller’s Travel Services website. Below is a list of changes that became effective as of July 1, 2013.
Incidentals – Out of state (domestic) incidental expenses are now reimbursed separately. The $5 per day incidental rate no longer applies. The traveler must state the type of tip being reimbursed, i.e., porter tips, bell hop, maid service, etc.
Meal per diems
• Non-overnight stay – trips greater than 12 hours and more than 50 miles from residence and primary work station receive applicable portion of the total day’s allowance when no meal was/is provided.
• First/Last Day reimbursement for travel requiring an overnight stay – Traveler’s reimbursement is now reduced by the amount of the provided meal(s) before the 75% proration instead of after.
Car Rental – Personal use has been defined to include family and friends and is prohibited from riding in a state rented vehicle.
Contact Randy Miller, Anita Saunders or Lisa O’Neal in the Office of the Controller for additional information.