Saint Louis University
Travel and Entertainment Policy

Contents
President's Coordinating Council's Endorsement
Responsibilities and Enforcement
CPC Employee Reimbursement
Travel Authorization
Travel Arrangements
Air Travel
Lodging
Car Rentals
Other Transportation
Long-term Parking
Meals and Entertainment
Personal/Vacation Travel
Other Reimbursable Expenses
Non-Reimbursable Expenses
Grants and Sponsored Programs
Third Party Reimbursement
Travel Advance/Prepaid Expense Request
Electronic Travel Expense Reimbursement Voucher (E-TERV)

 

President's Coordinating Council's Endorsement
Members of the President Coordinating Council unanimously approved the below Travel and Entertainment policy on September 20, 2005. The Council supports the University's new Travel Program in partnership with American Express.

Purpose
This policy provides guidelines and establishes procedures for faculty and staff, as well as other authorized individuals on the University's behalf (including student and residents), incurring travel and entertainment expenses while conducting official University business.

Objectives:

• Ensure all faculty and staff have a clear and consistent understanding of policies and procedures for business travel and entertainment.
• Provide business travelers with a reasonable level of service and comfort at the lowest possible cost.
• Maximize the University's ability to negotiate discounted rates with preferred suppliers and reduce travel expenses.

Responsibilities and Enforcement

• The University will reimburse travelers for all reasonable, necessary, and appropriately documented expenses within the guidelines of the policy while traveling on authorized business.
• Specific divisions/units may, at their discretion, impose greater control than required by this policy but never less.
• The traveler is responsible for complying with the travel policy. Travelers submitting expenses that do not comply with this policy risk delayed, partial or forfeited reimbursement.
• The approver(s) is responsible for ensuring that travelers within their division are informed of and adhere to the travel policy and for accurately reviewing expense reports for compliance.
• Only actual expenses incurred within the guidelines of the policy will be reimbursed. Travelers should neither gain nor lose personal funds as a result.
• The University assumes no obligation to reimburse faculty, staff, students, residents or guests of the University for expenses that do not comply with this policy.

CPC Employee Reimbursement

Any questions or further information regarding this travel policy or the University's travel management program should be directed to:

Supervisor
Lori Myers
lmyers7@slu.edu
977-3708

Program Assistant
Mary Ann Loddeke
loddekem@slu.edu
977-2391

Program Assistant
Angela Jouglard
jouglaam@slu.edu
977-3702

Travel Authorization

Faculty and staff must obtain prior approval of all travel on behalf of the University before making any travel arrangements. Travel on behalf of the University includes any business travel while on "University time" even if the University does not reimburse the travel.

Required Pre-approvals:

• Domestic Travel - Fund administrator (if any travel expenses are reimbursed by the University) and traveler's supervisor or Department Head (or designees)
  
• International Travel - All of the above plus the traveler's vice president/provost or his/her designee.
  
• Travel charged to a Sponsored Program Fund - All of the above plus Sponsored Programs check list to be completed by the authorized approver
  
• Departmental Requirements - departments may specify additional approval requirements at their discretion.
  

Refer to the Required Approvals/Exceptions Table for required approvals and documentation for pre-approval and exceptions to the policy

Pre-trip Approval Process
When requesting approval, travelers must provide the dates of the trip, purpose, destination, and estimated cost of the trip including air and ground transportation, lodging, conference fees, meals and incidentals. Request for approval to travel should be made using American Express Business Travel on-line booking tool (AXO) as you book airfare, hotel or a rental car. Instructions for this process can be found at in the SLU/AXO Quick Reference Guide

Travel Arrangements

In order to be reimbursed for air, lodging or car rental travel expenses, reservations MUST be booked through Saint Louis University's designated travel management company, American Express Business Travel.

Travel must be planned at least several weeks in advance to qualify for discounted fares.

Reimbursable travel days are from one day prior to the actual dates of University business related activity through the final day of the University business related activity. If the business related activity begins in the afternoon or evening, the traveler should attempt to travel the morning of same day.

Interactive Travel - AXO
For routine domestic or international travel, arrangements must be made through the American Express Online (AXO) booking system to minimize service fees.

• AXO booking tool: http://app2.outtask.com/default.asp?host=amex
• Hours of Operation: 24/7
• Call: 800-955-7497, option 1 for Navigational Assistance/Changes or Cancellations to Interactive Reservations
• Transaction fee - $5

Traditional Travel
For all other arrangements, complex international travel or group travel contact:

• Phone: 800-955-7497, option 2
• Email: slutravel@aexp.com
• Hours of Operation: 8:30am-5:00pm M-F
• Emergency Service ID: S-2QG7-SLUN
• Transaction fee - $35

Refer to American Express Business Travel Fees for a complete list of fees.

Traveler Profiles:
All faculty and staff expected to travel on behalf of the University and those responsible for arranging travel on behalf of travelers will be provided with a username and temporary password to access the American Express Online (AXO) booking tool. Upon the first sign-on to the AXO, the traveler will be prompted to change their password and complete a traveler profile to ensure that pertinent details and travel preferences are adhered to in the reservation process. Refer to the SLU/AXO Quick Reference Guide for further information.

Enforcement:
Reservations made through any other source other than American Express Business Travel are a violation of policy and will not be reimbursed. Reservations made through alternate sources may cause the University to lose valuable management information as well as anticipated funds from its financial arrangement with American Express Business Travel.

Low Fare Guarantee:
American Express Business Travel provides Saint Louis University with a lowest fare guarantee. In the event they fail to secure the lowest available published airfare based on the parameters of our policy, they guarantee to refund the difference between the actual fare paid and the available lowest fare. Any faculty or staff who identify a published fare lower than offered by American Express Travel Services Immediately contact an American Express Travel Counselor with the details of the fare to realize the guarantee if appropriate. Refer to American Express lowest fare guarantee for the process to follow.

Air Travel

In order to be reimbursed for airfare, reservations MUST be booked through American Express Business Travel.

Lowest Available Airfare:
All airline tickets must be booked and expensed at the lowest available airfare as determined by American Express Travel Services at the time of booking. The following criteria will be utilized to determine lowest available airfare:

• The flight's departure or arrival time is within four hours before or after the requested departure or arrival time;
• One stop or connecting flights are required if savings of $200.00 or more can be achieved and the one-way total elapsed trip time (origin to destination) does not increase by more than two hours for outbound or return;
• Travelers may not specify a preferred carrier;

If the traveler is requesting a fare other than the lowest available fare, the traveler must document the reason and obtain the appropriate pre-approval. Refer to the Required Approvals/Exceptions Table. All exceptions to the lowest available fare will appear on the monthly departmental/University travel management reports issued to the company by American Express.

Economy Class:
Only economy class fares will be considered for reimbursement for travel.

First Class and Business Class:
Incremental costs for first Class and business class fares are not reimbursable.

• A traveler may use their personal frequent flyer miles to upgrade fares. The traveler must book the economy class fares with American Express and contact the airline directly for the upgrade.
  
• A traveler may choose to fly business or first class and personally pay the difference in the fare. The traveler must, at the time of booking the fare, determine the lowest available fare as defined above and must received prior approval and agreement on the reimbursable amount from their supervisor and fund administrator.

International Travel:
For any international travel that will be charged to a federally-sponsored agreement, the airfare must be from a US Flag Air Carrier. For further information, please contact Sponsored Programs.

Frequent Flier Programs:
Travelers may retain frequent flier program benefits. However, participation in these programs must not influence flight selection, which would result in any incremental cost to the University beyond the "lowest available airfare" as defined above.

Insurance:
American Express Business Travel Accident Insurance automatically provides accidental death and dismemberment insurance coverage for Saint Louis University employees when the Common Carrier trips are charged to the American Express Business Travel Account. Employees will receive up to $350,000 door-to-door coverage for business trips from their departure, through their trip (up to 30 days) and until they return.

American Express Baggage Insurance Plan provides coverage against loss or damage to checked and carry-on baggage. Employees will automatically receive the following coverage amounts when the American Express Business Travel Account is used to purchase Common Carrier tickets for a trip.

• Carry-On Baggage - up to $1,250. Reimbursement for carry-on baggage is based on its actual cash value (replacement cost minus depreciation).
  
• Checked Baggage - up to $500, in excess of coverage provided by the Common Carrier. Reimbursement for checked baggage is based on its full value (the total original cost).

Unused Tickets/Cancellations:
All airline reservations made through the University's designated American Express
travel office or via the American Express On-Line Booking tool (AXO) must be
cancelled through the same channel used to make your original reservations.

Electronic tickets and Paper tickets carry a dollar value. As a result all cancelled
trips need to be reported immediately to American Express to determine if the
ticket holds value. To ensure that no unnecessary costs are incurred, cancellations must be made directly with American Express Business Travel by calling the telephone number listed on your itinerary prior to departure. Related re-issuance fees due to changes in existing reservations are reimbursable.

Cancellation or change penalties cannot be charged to federally-sponsored agreements unless the Federal Government caused the change (e.g., the Feds cancelled the symposium or meeting.) Changes for the convenience of the traveler are not allowable.

Required Method of Payment:
Payment for airfare must be made exclusively with the American Express Corporate Travel Card. All travelers' profiles will be loaded with the appropriate Amex Corporate Travel Card account number. The University Business Travel (BTA) account number will be used for airfare.

Required Documentation:
American Express Business Travel Invoice Detail. Refer to My Travel Plans for instructions on obtaining the Invoice Detail.

Lodging

Booking:
All hotel reservations must be booked through American Express Business Travel. The only exception would be for those travelers attending conferences offering discounted block rates.

Room Type:
A single room in a hotel is the University standard. Room upgrades, suites, concierge level, or luxury accommodations are not permitted.
Travelers are expected to use University or American Express negotiated or preferred rates whenever possible.

Maximum Reimbursement:

• Not Attending a Conference
• The maximum reimbursement for lodging is the actual expense incurred up to the SLU Hotel Per Diem. The SLU Hotel Per Diem is defined as the United States government lodging per diem for the applicable locality plus an additional 20%.

• Attending a Conference
• The maximum reimbursement for lodging (including transportation from a non-conference hotel to/from the conference site) is the actual expense incurred up to the published conference block rate.
•Travelers should book conference hotels as early as possible to ensure a room at the discounted conference rate.
• Examples:

Conference Hotel Block Rate	$230
Conference Hotel Standard Rate	$250
Nearby Hotel Rate	$200

1. If the traveler is able to obtain a block rate as published in conference material they will be reimbursed $230 (exception allowed to book outside of Amex).

2. If the traveler is not able to obtain the published conference rate but opts to stay at the conference hotel anyway they will still only be reimbursed $230 and must pay the difference (including related taxes and fees) as a personal expense (exception allowed to book outside of Amex).

3. If the traveler does not obtain the published conference block rate and does not stay at the conference hotel but instead stays at a nearby hotel that requires transportation they will be reimbursed for the nearby hotel and for roundtrip transportation up to a maximum of $230 per day. Receipts are required for all transportation.

Cancellation:
All rooms will be guaranteed for late arrival. Travelers must cancel the room reservation by the required notice timeframe specified by the hotel to avoid a "no-show" charge. Cancellations must be made directly with American Express Business Travel by calling the telephone number listed on your itinerary, and travelers are advised to request and retain a cancellation number, date, time and name of the individual as documentation of the transaction. "No-show" charges are not reimbursable.

Alternative Lodging:
In special situations, travelers may use appropriate alternative lodging less expensive than a hotel such as dormitories or hostels.

Car Rentals

In order to be reimbursed for car rentals, reservations MUST be booked through American Express Travel Services.

All car rentals must be booked through American Express Business Travel. The use of a rental car must be justified as a business need based on the following guidelines and not as a matter of personal convenience.

Travelers may rent a car to their destination when:

• it is less expensive than airfare or mileage reimbursement for their personal car
• transporting large or bulky material and shipping is more costly

Travelers must use the Transportation Calculator to determine the most cost effective mode of transportation to the destination prior to booking a car. Refer to the Transportation Calculator for further information.

Travelers may rent a car at their destination when:

• It is less expensive than other transportation modes such as taxis, airport limousines and shuttles, particularly for a group

Only the cost of compact, intermediate, mid-size or standard size vehicles will be reimbursed. Use of a rental car one size larger than that allowed by policy is acceptable when: four or more employees travel together and share the rental, entertaining customers, cars in authorized category are not available, the upgrade is at no additional cost, transporting large or bulky material, or pre-approved for medical reasons, i.e. drivers with disabilities. All car rentals must be with the University's preferred vendors or with a vendor offering a special daily rate at a cost considerably lower than the University's corporate rate(s):

Enterprise Rent-A-Car
Discount I.D. #: NA01463
Via the booking tool, the University will reimburse up to an intermediate size car.

Budget Rent A Car
Discount I.D. #: Y314700
Via the booking tool, the University will reimburse up to an intermediate size car.

Supplemental charges may apply in large cities.

Rental Insurance:
Travel within the United States - The University has a self-insurance program that covers vehicles rented for University-related travel. An insurance card indicating the policy coverage, insurance company, and policy number is available in Risk Management. Travelers should decline all insurance coverage when renting a vehicle in the United States. If the traveler accepts the insurance, they will not be reimbursed for this expense.
Travel outside the United States - Travelers should accept insurance coverage when renting a vehicle outside the United States.

GPS Global Mapping:
Expenses for GPS Global Mapping devices are not reimbursable.

Additional Charges:
Vehicles must be returned on time and with the same amount of gas to avoid
additional hourly and excessive refueling charges. Travelers should decline the refueling option when picking up their car. Refueling charges will not be reimbursed.

At the time of rental, the vehicle should be inspected and any damage found should be noted on the contract before the vehicle is accepted.

Other Transportation

Personal Car:
The use of a personal car may be used for business purposes based on the following guidelines.

Travelers may utilize their personal car to drive to their destination when:

• Other transportation is unavailable
• Driving their personal car is more cost effective than a rental car, airline or rail travel
• Transporting large or bulky material and shipping is more costly

When traveling 200 miles or more roundtrip, the traveler must use the Transportation Calculator to determine the most cost effective mode of transportation. Refer to the Transportation Calculator for further information.

Travelers may be reimbursed for mileage for traveling locally within the metropolitan area within a 50-mile radius. Reimbursable mileage is equal to the number of business miles in excess of the round-trip commuting miles between the employee's home and regular work place. Mileage will not be reimbursed for travel within the University campus.

The use of personal cars for business will be reimbursed at the standard rate prescribed by the IRS ( .505 per mile effective 01/01/08, .585 per mile effective 07/01/2008, .55 per mile effective 01/01/09). This mileage allowance covers all auto costs (e.g. gasoline, oil, repairs, insurance, etc.) other than parking and tolls. Liability insurance coverage of $100,000/$300,000 is required but will not be reimbursed.

Non-Reimbursable Personal Car Expenses:
Traffic violations, parking tickets, towing, repairs, personal insurance or deductibles.

Rail:
Rail reservations can be booked for a fee of $35.00 through a traditional American Express Travel Service agent. Reservations may also be arranged by the traveler using an outside source. Only economy class will be reimbursed in either situation.

Taxi and Other Local Transportation:
The cost of taxis to and from places of business, hotels, airports or railroad stations in connection with business activities is reimbursable. Use of taxis is -authorized only when more economical services (hotel vans, shuttles, etc.) are not available. Original receipts are required for ground transportation in excess of $10 per day. The business purpose should be noted on each receipt. Reimbursement for ground transportation for personal meals while in business travel status is allowed when used for legitimate purposes such as safety or limited restaurant availability. As a general guideline, up to $20 per day will be considered. The original receipt and the reason for this ground transportation should be on the ETERV.

Long-term Parking
The maximum reimbursement for long-term parking at St. Louis Lambert Airport is $9.30 per day (effective 01/01/2008). The following are University preferred vendors which offer rates at or below the maximum reimbursable amount:

The Parking Spot & Parking Spot 2

Park Express

Hilton - St. Louis Airport

To obtain preferred rates present University ID or business card at exit.

Travelers may choose to park at a lot other than one of the University's preferred vendors or in a premium parking spot on one of the preferred vendor's lots, however the maximum reimbursable amount will be $9.30 per day. All reimbursements require a receipt.

Meals and Entertainment

Travel Meals:
Travel meal expenses are the cost of meals when on an out-of-town or overnight business trip. Actual and reasonable meal expenses (including gratuities) will be reimbursed up to the daily meal per diem rate allowable using the United States government guidelines for each locality. The following criteria will be utilized when reimbursing personal travel meals:

• Any costs over and above the daily per diem rate will not be reimbursed.
• Meals in route are allowable during business travel days (from one day prior to the actual dates of University business related activity through the final day of the University related activity).
• Although the allowable daily per diem rate will not be prorated for partial days (the day of departure and return), meal receipts at the home city will not be accepted or reimbursed, with the exception of meal receipts at the home city airport. Acceptable receipts are:
  • an itemized bill
  • a personal credit card receipt
  • cash register receipt
  • American Express statement
• Although meal receipts is the preferred method, travelers have the option of claiming 60% or less of meal per diem in lieu of submitting meal receipts. Please note: only one method can be used for each trip. A combination of 60% per diem allowance and receipts for different days on the same trip is not allowable.

  
  Group Meals - Every effort should be made to obtain a receipt from restaurant establishments. However, it is understood that when joining in a group meal with colleagues, it may not be possible to get a separate check. In this case, we recommend the following:

• Ask the waiter to charge your portion of the meal expense to your credit card. (for example, a $10, $20, or $30 each) Your personal credit card receipt is sufficient documentation for the reimbursement.
• If you are paying for the entire meal and getting reimbursed by your colleagues for their portion, simply write the # of individuals attending the meal on the receipt and divide the total by that number to identify your portion of the meal.
• A restaurant tear tab may be submitted as supporting documentation of the expense when you are unable to get receipts as described in items 1) and 2) above. The tear tab must contain the name of the restaurant, date, total amount and the signature of the claimant (faculty/staff member). Tear tabs should be used on an exception basis only.
  

Business Meals:
Business meals are those meals taken with clients, prospects or non-University associates during which a specific business discussion takes place. Actual and reasonable meal expenses (including gratuities up to 20%) will be reimbursed. Check with Sponsored Programs before incurring any business meals on a sponsored agreement.

Entertainment Expenses:
Entertainment Expenses are those expenses incurred while entertaining guests of the University and include events such as social and recreational activities, when a business discussion takes place immediately before, during or after the event. Entertainment expenses must be approved IN ADVANCE by the employee's immediate supervisor. Entertainment expenses are unallowable on federally-sponsored agreements.

Required Documentation - Business & Entertainment:
Original receipts such as an itemized bill, credit card receipt, cash register receipt, or American Express statement are acceptable receipts. (Every effort should be made to obtain an itemized receipt from restaurant establishments.) However, for expenditures under $25, a restaurant tear tab may be submitted as supporting documentation of the expense. The tear tab must contain the name of the restaurant, date, total amount and the signature of the claimant (faculty/staff member).

To be in compliance with IRS regulations, the following information must be included on employee expense reports as support for all business meal and entertainment expenses:

• Name, company, and business relationship of all attendees
• Name and location of the establishment
• Where the event took place
• Amount and date of the expense
• Description indicating the business purpose of the expenditure

Expense Parameters/Limitations:
It is expected that all Saint Louis University faculty and staff will exercise appropriate care in incurring such expenses. Due to the University's tax status as a non-profit charitable and educational institution, business and entertainment expenses should be moderate both in frequency and in amount. Internal Revenue Service Regulations consider all payments made to or on behalf of employees to be taxable income, subject to withholding, unless there is a specific IRS exemption for the type of payment being made. Only non-taxable payments, as identified herein, can be processed through the employee expense report.

Expenditure Limits
Gifts and Memorials: $30 limit for gifts and memorials (e.g. flowers on the occasion of birth, death, illness) to employees or their families. University departments should be encouraged to continue maintaining employee funded "flower funds" to pay for these gifts. University funds can supplement these gifts. These expenditures are unallowable on sponsored agreements.

Employee Appreciation Events: $15 limit per employee for the following events: Christmas Parties, Retirement Parties, and Recognition for tasks beyond normal job duties (e.g. participation on a special task force). These expenditures are unallowable on sponsored agreements.

Non-Reimbursable Meals and Entertainment Expenses:

• Business meals and/or entertainment solely between or among employees that are in-town except in unusual circumstances and with the specific approval of either the respective Dean, Vice President or Vice Provost.
• Payments for employees to attend University sponsored social events
• Cost of personal celebrations such as birthdays, promotions, showers, administrative professional's week including decorations, flowers or gifts

Personal/Vacation Travel

Travel expenses for a personal portion of a trip when it is combined with business travel or for a spouse, companion or family member are not reimbursable. The corporate card may not be used to pay for any personal/vacation travel expenses.

Other Reimbursable Expenses

• Professional Seminars/Conferences
• Laundry/Valet: For trips in excess of one week
• Tolls and parking
• Business Communications such as telephone, telegram, fax and similar charges
• Business Purchases such as promotional booths, conference/instructional media (Contact Sponsored Programs before incurring these costs on a sponsored agreement.)
• Flowers from department for funerals and hospitalized employees
• Passport fees, visa application fees currency conversion fees, and fees for required shots when required for international business travel
• Tips and Incidentals: Up to 20% at restaurants; $1.00 per bag to porter - maximum reimbursement, average of $3 per travel day. Original receipts are required for all incidental expenses.

Other Non-Reimbursable Expenses

• Child care
• Airline club dues
• Barber/Hairstylist
• Health Clubs
• Hotel room movies
• Kennel fees
• Recreation and personal entertainment
• Luggage, briefcases
• Personal sundries such as tobacco, toiletries, clothing, newspapers and magazines
• Fees for frequent flyer programs or hotel point programs

Grants and Sponsored Programs

This policy and its related procedures are applicable to all University faculty and staff regardless of the source of funds supporting the travel and business expenses. If such expenses are to be charged to a sponsored program, the terms of the grant or contract will take precedence if they are more restrictive than University policy. If you have any questions concerning the acceptability of any of the expenses described by this policy, please contact Sponsored Programs.

Third Party Reimbursement

It is the responsibility of the traveler to ensure that all refunds and third party reimbursements are received by the University.

If a receipt is lost, it is the traveler's responsibility to obtain duplicate from the provider.

Travel Advance/Prepaid Expense Request

Travel advances and prepayment of expenses will continue to be allowed until completion of the roll-out of the T&E Corporate Credit Card Program. However, once a unit has been issued their cards, advances or prepayment of expenses will be on an exception basis only for that unit.

The Travel Advance/Prepaid Expense Request form is used to request cash advances and the prepayment of expenses, such as hotel deposits and conference registration fees, relating to travel on behalf of the University. Refer to How to Prepare a Travel Advance/Prepaid Expense Request Form for further instructions.

Travel Expense Reimbursement Voucher (E-TERV)

The E-TERV is used to request reimbursement of expenses incurred while traveling more than 50 miles from one's customary work location on behalf of the University. A separate E-TERV must be submitted for each trip and should include all expenses, travel advances, and prepaid expenses.

Reimbursement Vouchers are due no later than 14 days after the conclusion of a trip. No additional cash advances or expense prepayments can be processed for employees with past due Reimbursement Vouchers.

Refer to How to Prepare an Electronic Travel Expense Reimbursement Voucher for further instructions.

Page content owned by: Central Processing Center

Revised: Thursday, 11 Dec 2008

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