Finance: Travel & Expense Reimbursement Policy
|Eugene P. Grilli
Date to be reviewed:
|VP for Administration, CFO
Wheeling Jesuit University employees will be reimbursed for reasonable travel expenses directly
related to University business.
2.1 Policy Statement
Employees must use sound judgment regarding expenses when travelling on official
University business. Departmental budgets must be considered and travel must be approved by the appropriate
budget officer or departmental administrator. Some departments funded by other sources may be reimbursed
following that department's travel regulations.
2.2 Expense guidelines
- Period of Travel
- Official travel begins when the employee leaves his/her workstation or other approved departure point
and ends when he/she returns to the workplace or other approved point of conclusion. The time of
departure and return time must be noted on the Travel Request, Estimate Form and on the Expense
- Food cost while traveling
- While the University recognizes that food costs vary from city to city and individuals have different food
requirements, the University sets an absolute limit of fifty dollars ($50) for food and food gratuities per
day while traveling. Forty dollars ($40), including gratuities, is the maximum the University allows for
reimbursement of any single meal. Employees/Contractors reimbursed by a federal grant or funded
project must follow federal per diem reimbursement rates for food and food gratuities. The GSA per
diem rates can be found at www.gsa.gov/portal/category/100120. Receipts for meals are not required
when traveling under the federal per diem guidelines. Per these federal per diem guidelines 75% of the
per diem rate will be reimbursed on the first and last day of the trip.
- Absolutely no reimbursement for alcohol will occur.
- Meals taken with clients and paid for by the University have the same restrictions. Government
employees are required by law to pay for their own meals. This must be strictly observed. Names and
affiliations of employees' guests must be recorded.
- Transportation costs and lodging accommodations
- Transportation costs may often be kept lower by anticipating journeys as much as possible and receiving
discount fares. The use of public transportation (e.g., the metro in Washington and the subway in New
York) is encouraged to cut down on taxi fares. Personal car mileage on business trips will be reimbursed
at the current IRS rate per mile.
- Airfare: Airfare is typically arranged through Uniglobe Ohio Valley Travel and will be billed directly to
Wheeling Jesuit University. In instances where airfare can be purchased at a lower expense through
another vendor or directly from the airline prior approval and justification of the cost savings is
- Hotels: For individual travel, seek hotels that will give corporate rates or government contract rates.
Economy motels are most appropriate and show a bit of modesty consistent with the mission of
Wheeling Jesuit University. For conventions and meetings, most hotels give a special rate. Compare this
rate to other discounted rates available and choose the least expensive.
- Rental Car: Travelers are expected to select the lowest cost rental service. For authorized travel WJU
has a corporate account with Enterprise-Rent-A-Car with guaranteed rates for Wheeling and the
Washington, DC region. Typically travel over 200 miles requires a rental vehicle due to the cost savings.
However exceptions may be granted and approved by the Vice President for Administration and Chief
2.3 Miscellaneous Items:
- At airports and similar facilities it is acceptable to utilize extended parking.
- Reasonable tips or gratuities can be added to the bill for services received. These ought to reflect common
- Tips for maid service will not be reimbursed so please do not include those on your expense report.
2.4 Reimbursement of expenses:
- Travel Reports:
- Travel reports must be completed within five (5) days of returning from a trip. The appropriate receipts
must be attached. Reimbursement will be processed when all reports and travel summaries are
submitted, and checks will be issued on the next scheduled check run.
- Items less than $10 do not require receipts, although if the receipt is readily available, use it in
requesting reimbursement. Note, however, that travel reports with an excessive number of nonreceipted
expenditures under $10 will be reviewed.
- Credit Cards:
- Credit cards are issued to some employees who travel regularly. The use of these cards requires extreme
care and fiscal responsibility. Credit card bills must be submitted for payment in a timely manner to avoid
interest charges. Credit cards shall be used exclusively for business travel and related expenses and shall not
be used for personal purposes. Lost credit card receipts are the personal responsibility of the credit card
holder. Credit card statements submitted late due to the card holder's negligence, which incur past due
charges or interest, such charges and interest become the responsibility of the card holder. (See Credit Card
- Travel advances are available to employees planning to travel. It is important to request the travel advance
early enough to assure that payment can be processed. Individuals traveling under sponsored projects will
not be provided travel advances. The use of credit cards is preferred to advances.
2.5 Policy Application:
This policy applies to University employees. Other individuals, such as contractors, may be granted privileges
defined by this policy similar to employees; however, such privileges must be approved in advance.
2.6 Policy Violations:
Employees who are found to violate this policy may face disciplinary action per the guidelines of the Corrective
Action policy; in addition, any actions that are deemed as theft or fraud may be handed over to law enforcement
The Director of Human Resources, in conjunction with the Chief Financial Officer, has the authority to change,
modify or approve exceptions to this policy at any time with or without notice, in compliance with IRS guidelines,
and with the approval of the Board of Directors through the University President or his designee.
Credit Card Policy