YESHIVA UNIVERSITY
ADMINISTRATIVE POLICY

Travel Policy

Issued by: Harvey Spolansky
Date Issued:01-18-05
Updated: 07-01-08
Updated: 12-30-08
Updated: 01-05-09

Approved by: Mr. Michael Gower

Replaces all previous travel policies

Purpose:

To establish parameters and guidelines for employees of the University required to travel in execution of their University related responsibilities. This policy supersedes all previous policies on this subject.

RESPONSIBILITY:

The Finance Department is responsible for interpretation and administration of this policy.

GENERAL:

It is the University's policy to reimburse its employees for reasonable expenses incurred while traveling on University business. It is not intended that the employee either incur a loss or profit from required travel, or to be subjected to sub-standard accommodations and modes of travel.

General business and professional expenses incurred while performing in an official capacity on behalf of the University are covered by the scope of this policy. Such expenses as business lunches, registration fees, etc. will be reimbursable to the extent that they are reasonable, proper and have required approval. Receipts must be submitted in support of such claims for reimbursement.

Under no circumstances will payment for travel and subsistence covered by this policy be authorized for other than employees.

To assure payment by the University, travel arrangements must be made using any of the University's official travel agencies located on the University's Travel Agency Referral Form.   Additional travel information can also be found on the University’s Purchasing Department website.

All travel arrangements must be confirmed by a completed Travel Agent Authorization Form, as per attached example. Each department is free to assign its own requisition control number when completing a Travel Agent Authorization Form:

 This form should be distributed as follows:

• to Travel Agent

• to Accounts Payable

INTER-CITY MODES OF TRAVEL:

Common Carrier: Employees of the University should use regularly scheduled, coach or super saver air fares. First-class accommodations may not be used except in instances where coach or super saver air fares accommodations are not available or practical; first-class accommodations must be specifically approved by the Department of Finance. Travel by public conveyance (subway, bus, taxi, etc.) will be reimbursable in connection with such authorized travel.

Privately-Owned Vehicle: Travel by privately-owned vehicle should be used only in those instances where it is clearly in the best interest of the University and is required to have the approval of the Dean, Director, Departmental Chairman or Administrator.

Automobile liability insurance coverage must be carried with minimum limits of $25,000 per person, $50,000 each occurrence for bodily injury and $10,000 for property damage. No fault and uninsured motorist coverage must conform to statutory requirements for no-fault and uninsured motorist coverage.

Unless approved in advance by the Finance Department, reimbursement for a trip in a privately-owned vehicle may not, for out of town trips, exceed the cost of coach or super saver air fare, train or bus, as appropriate.   Reimbursement will be at the rate of .55¢ per mile, plus tolls and parking.

Automobile Rental: Automobile rental must have the prior approval of the Dean, Director or Departmental Chairman or Administrator as appropriate.  Use of a rented automobile for travel within the New York Metropolitan area is prohibited.

Compact or "intermediate" cars should be specified, which will result in a substantially lower rate.

"Collision Damage Waiver Insurance" should be obtained, the cost of which is fully reimbursable.

Reimbursement of N.Y. Metropolitan Area Expenses:

Travel: Conveyance by subway, bus, taxi, car service or private car is authorized in connection with travel within New York City.

The use of a private vehicle is subject to the same provisions set forth above for intercity travel, including adequate insurance coverage, and approval. Reimbursement will be at .55¢ per mile, plus tolls and parking. Travel by taxi is discouraged and its use should be kept to a minimum.  (See page 5 for policy on receipts)

Other: Costs of Official Functions

Insurance: The University's insurance policy provides $100,000 for travel insurance coverage for full-time Faculty members, Administrative Directors and SAM's.  Other employees who are required to travel on business may be reimbursed to a maximum of 5.00 per trip for individual policies purchased prior to each flight (or other mode of transportation) effective for the duration of travel.

Hotel Accommodations:   Employees should avail themselves of the standard accommodations of first-class, but not luxury, hotels.  A maximum reimbursement of up to $260.00 per day will be allowed, supported by original invoices. This sum will include hotel/motel accommodations, business calls, gratuities and laundry.

If an employee is accompanied by a spouse or other non-eligible individual and the hotel bill includes both parties, reimbursement will be limited to 80% of the amount indicated on the bill, subject to the maximum reimbursement above.

Expenditures for liquor, entertainment, dry-cleaning or valet service will not be approved for reimbursement. Such expenses are properly the responsibility of the employee and must be borne by him/her.

Meals: Reimbursement for meals will be up to $86.00 per diem basis consisting of the following:

Breakfast -$12.00 Lunch -$24.00 Dinner -$50.00

Reimbursement for meals in excess of $60.00 per day must be supported by receipts

GRANT TRAVEL:

Provisions of the granting agency will apply and reimbursements must be within the budgeted amount in the grant award. In no instances will reimbursement for travel funded by a grant exceed the maximum set forth in this policy.

FOREIGN TRAVEL:

University Funds: If required by the University, the same provisions of travel and accommodations will apply. Charges incurred in obtaining a passport will be reimbursable upon submission of receipts.

Grant Funds: Prior permission for every foreign trip must be obtained from the awarding agency. In those cases where the use of funds for international travel is specifically authorized,

United States

PROCEDURE:

Out of City Travel Request: Prior to traveling on University related activity, the traveler must complete FORM NO. FIN. 2, Travel Request, and must obtain appropriate approval. Where the costs of travel are to be supported from grant sources, the signature of the Principal Investigator must also be obtained. The first three copies of the form are to be submitted to the Finance Department (Belfer Hall - Uptown Campus).

If an expense advance is desired, this form must be submitted at least three weeks prior to departure together with a properly completed transmittal.

Travel Expense Report: Within two weeks of return from the trip, the traveler must complete FORM NO. FIN. 1: Travel Expense Report. After obtaining the appropriate approvals, he should forward the first three copies of the form to the Finance Department (Belfer Hall - Uptown Campus) together with a properly completed transmittal.

A check will be issued to the employee in reimbursement of approved expenses in excess of the travel advance. If the expenses incurred are less than the amount of the travel advance, the employee’s personal check (made payable to Yeshiva University) must be attached to the Travel Expense Report.

Receipts for travel by public conveyance, tolls, or parking need not be obtained, except that CLAIMS FOR REIMBURSEMENT FOR TAXI FARE IN EXCESS OF $20.00 AND PARKING FEES IN EXCESS OF $10.00 MUST BE SUPPORTED BY RECEIPTS.

Your cooperation in submitting a Travel Expense Report within two weeks of completion of your trip will help expedite the reimbursement of expenses. Please be sure to indicate the grant or fund to be charged. Government auditors have stated that it is essential to indicate the relevance of the travel to the performance of the contract or program.

In order to comply with Section 409A of the Internal Revenue Code of 1986, as amended and the regulations and guidance promulgated thereunder ("Code Section 409A"), the University has adopted this Addendum re Taxable Expense Reimbursements to amend and supplement the Expense Reimbursement Plans.  Except as expressly modified by this Addendum, the Expense Reimbursement Plans remain in full force and effect.

Addendum.

A.   Although the University does not guarantee any particular tax treatment relating to the benefits provided under the Expense Reimbursement Plans, it is intended that such payments and benefits be exempt from, or comply with, Code Section 409A.

B.   All taxable expenses or other reimbursements under the Expense Reimbursement Plans shall be payable in accordance with the University's policies in effect from time to time, but in any event shall be made on or prior to the last day of the taxable year following the taxable year in which such expenses were incurred by or on behalf of the employee or other service provider, and no such reimbursement or expenses eligible for reimbursement in any taxable year shall in any way affect the expenses eligible for reimbursement in any other taxable year.  The right to such expenses and reimbursements shall not be subject to liquidation or exchange for another benefit, payment, or reimbursement.     

Employment/Service Rights

The adoption of this Addendum shall not be construed as conferring upon any employee or service provider a right to continue in the employ or service of the University as an employee or other service provider in any capacity or to interfere with the University's right to discharge him or her at any time for any reason whatsoever.      

INSTRUCTIONS FOR YU FORM NO. FIN. 1

This form is to be used in conjunction with Travel Policy, Administrative Policy No. 4.1.  This report must be submitted within two (2) weeks of return from trip.

Submit original and two copiesto: DEPARTMENT OF FINANCE (BELFER HALL - UPTOWN CAMPUS). Attach all receipts.

If travel advance exceeds actual expenses, please attach your check for the amount due and make it payable to Yeshiva University.

Reimbursement Expenses (Administrative Policy No. 4.1 Travel Policy)

1. Conference registration fees - Attach receipts.
2. Business Meetings, lunches, etc., to the extent that they are proper and have the appropriate approval.

1. Commercial Public Transportation - (Air, Rail, bus) - Attach ticket stubs.
2. Private auto -.55¢ per mile plus tolls and parking.

1. Rented Auto - Prior approval required; prohibited within N.Y.C.
2. Local Travel - (Subway, Bus, Taxi) - Receipts required only for parking costs over $10.00 or taxi fares exceeding $20.00.

1. Insurance - Up to $5.00 per trip for private policy covering duration of travel will be reimbursed.
2. Living Expenses - Hotel/Motel accommodations, telephone charges, gratuities and laundry - up to a maximum of $260.00 per day.

1. Meals -$86.00 per diem (breakfast -$12.00; lunch -$24.00; dinner -$50.00).

Interview Expense Reimbursement

The Dean/Chairman/Director/Administrator of the Interviewing Department initiates the YU FORM NO. FIN. 1 on behalf of the applicant, with annotation in the "Purpose" section that this is an interview expense.   Mailing address of applicant must be included. A check will be drawn and mailed to applicant.

Relocation Expense Reimbursement

Before a commitment is made to reimburse relocation expense, the Department of Finance and the Personnel Director must first be contacted for their approval.

Upon completion of the move, the new employee will complete FORM NO. FIN. 1, Travel Expense Report and submit it to the Department of Finance, along with the appropriate documentation (receipts, freight bills, etc.) for approval.

The Department of Finance will arrange for a reimbursement check to be issued to the employee.