Travel Expenses

Key terms within this section are Approver, Duly Authorized, Travel Expenses, Traveler, University Business, and University Travel. Please refer to the Key Terms and Definitions page.

For Any Type of Travel 

The following guidelines apply to all University travel and travelers, regardless of destination. 

• Travelers and Approvers are responsible for compliance with the Business Travel and Expense Policy and Administrative Standards.  
• Travelers shall be reimbursed for all Duly Authorized, reasonable, and necessary travel expenses provided that the travel expenses: 
  • Are for valid University business 
  • Comply with policies and standards 
  • Are a prudent and judicious use of University funds 
  • Are adequately documented 
  • Are submitted in a timely manner   
• Prior approval/pre-travel authorization is required for the
  specific trip approved by the designated Approver prior to
  the start of the international and overnight travel.
• Travelers are responsible for submitting a complete and accurate expense report of Travel Expenses as soon as possible, but no later than sixty (60) days after the completion of travel.   
• Per IRS requirements, reimbursement requests submitted 120 days or more after the expense was incurred will be treated as taxable wages to the individual receiving the payment and subject to all applicable employee and employer payroll taxes. Reimbursement requests submitted after 120 days will be accepted, however taxes will be withheld, and the expense report amount will be added to taxable gross income on the employee’s W-2. 
• Companion, family, and spousal travel reimbursed by the University in accordance with the Executive Compensation Package for University President and Campus Chancellors (T93-062) may be subject to taxation per IRS regulations.   
• All employees must register overnight domestic and international travel with the University and should document their itinerary. Documentation of the travel registration must be included with all expense reimbursement submissions. 
• Travelers must use the most economical mode of transportation, accommodation and consumption of goods and services available consistent with the authorized purpose of the trip, that meets the scheduling needs of the Traveler, does not cause undue hardship on the Traveler, is safe, and meets the requirements of the Policy and this Standard. Exceptions may be granted if the Traveler has a valid reason and can substantiate the higher cost. The higher costs must be approved in advance. See the Approvals, Documentation Requirements, and Exceptions page for more information.  
• Travelers are encouraged to book airfares as far ahead of the departure date as possible but only when travel plans are firm.  
• Travelers traveling on sponsored funds should always follow the most restrictive applicable policy (University policy or sponsor rules) to ensure compliance with the sponsored fund. 
• Travelers are encouraged to use the University travel program (found on the UPST website) when possible to obtain lowest cost fares; access to airport, hotel and other travel-related services; and access to travel support. 
• Travelers are responsible for the accuracy of the submitted travel expense report and compliance with the Policy and Administrative Standards. Expenses submitted for reimbursement identified as violating policies or the Administrative Standards will be denied and the traveler and/or travel Approver will be held accountable.   
• Requests for reimbursement must include required receipts, approval documentation, University travel registration documentation, accounts to be charged, and other pertinent documentation. Incomplete travel expense reports will be rejected.   
• Intentional falsifications of expense report documents and/or fraudulent submissions are grounds for immediate termination of employment and referral to law enforcement.   
• Travelers are responsible for ensuring reimbursement to the University for any duplicate or overpayments made to the traveler (e.g., payments by other entities for travel expenses which the University also has reimbursed the traveler). Reimbursements to the University should be made within 30 days of discovery via check made payable to the University.  
• Travelers who incur expenses on a personal credit card will not be reimbursed until after the trip has occurred unless an exception is granted. 

For International Travel 

• All international University Travel is subject to and must comply with export control review, rules, and requirements.  
• All international University Travel must receive risk-related review and approval prior to departure pursuant to campus procedures.
• Expense reports must be submitted in U.S. dollars with an explanation and translation of international receipts and monetary conversions.  
• Travelers must use the currency rates that were in effect the date the expense was incurred. Currency rates and conversions are available using the OANDA currency converter. 
• Currency receipts should be saved and used for conversion to U.S. dollars on the expense report.  
• Use of the University’s bank card eliminates the need to calculate international currency conversions and usually reflects favorable exchange rates.  
• When international travel is charged to federal grants, the University is required by 49 U.S.C. 40118, commonly known as the Fly America Act to use U.S. flag air carrier service as defined by the Federal Travel Regulation (FTR) 301.10.134 for all air travel funded by the U.S. Government, unless an allowable exception as defined by the Fly America Act, is met and documented by the Traveler. U.S. flag carriers are airlines owned by an American company. Campus guides to the Fly America Act are available for: 
  • Amherst  
    • Fly America Act Exception Form  
    • Fly America Act and Open Skies Agreement
    • Fly America Act Decision Tree 
  • Dartmouth 
    • Fly America Act Waiver Checklist 

Air Travel 

• Coach fare rate including seat selection that allows the Traveler to meet their business needs. 
• For non-stop direct flights exceeding three (3) hours, seat selection allowing for additional legroom will be reimbursed; this does not include business-class tickets unless an exception is granted and prior approval is received.  
• The baggage fee for the first checked bag.  
• The use of and retention of benefits from airline frequent flier programs is acceptable. Travelers should only select the airlines with their frequent flier benefits when the airfare on that particular airline is less than or equal to another available carrier.   
• Flight cancellation penalties imposed because of University Business needs.    

Ground Transportation 

• Travelers must choose the method of ground transportation that is most economical but meets business needs. In general, shared vans and rideshare services are more economical than taxis, and town cars or limousines are often the most expensive.   
• Parking: Travel-related airport, hotel, and public parking expenses are allowable.  
• Tolls: Road toll expenses incurred for business travel purposes are allowable. 
• Personal Vehicles: Personal vehicle mileage incurred for University business purposes will be reimbursed at the prevailing IRS rate. Please see the mileage expense reimbursement page.  
• Rental Cars: 
  • Automobiles should be rented only when public transportation, taxis, or other rideshare services are impractical, more expensive, or unavailable.  
  • Rental cost of up to a mid-size car is allowable. A larger car is allowed if dictated by specific business reasons. This must be properly documented in the traveler’s expense report.  
  • Gas expenses for the rental car will be reimbursed. 
  • Automobile Insurance for Rental Vehicles: The University maintains an automobile insurance policy which provides domestic coverage for liability and physical damage for hired and non-owned rental vehicles on a short-term basis (rentals under six months) related to University Business.
    • The coverage under the insurance policy will serve as primary coverage for short-term rental vehicles used by University employees for University Business purposes only. Additional rental car insurance is not necessary and is not reimbursable.  
    • Any physical damage to the rental vehicle will be subject to the insurance policy’s comprehensive deductible and collision deductible. Any “loss” will be adjusted on an actual cash value basis or the cost to repair or replace the rental vehicle to the condition it was in prior to the loss, whichever is less. 
    • For the University insurance policy to apply, the vehicle must be rented in the name of the University. A copy of the University’s Certificate of Insurance for the insurance policy, evidencing the University’s hired and non-owned coverage (including physical damage coverage), should be provided to the rental company at time of rental. A Certificate of Insurance can also be requested via the University Treasury website.  
    • Additional rental protections provided by the University bank card: When using a University-issued bank card to rent a car, the bank card provides coverage for damage to and theft of the rental for up to a 31 day rental period. When using a University-issued bank card, the vehicle should still be rented in the name of the University, and a copy of the University’s Certificate of Insurance for the insurance policy should be provided to the rental company.  

Lodging 

• Lodging for overnight out of state or international travel. 
• Lodging for in-state overnight lodging is allowable, however prior approval is required at UMass Chan in accordance with the Additional Approval Matrix.
• Travelers are expected to use the most economical lodging that is safe, well located for the business purposes of their travel, and meets reasonable standards of cleanliness and comfort.  
• Travelers may stay in rental accommodations (e.g., VRBO or Airbnb) if the total cost is equal to or less than a hotel/motel for a standard, single occupancy room. If travelers choose to stay in a rental accommodation, they must provide documentation of the rental accommodation’s cost comparison. 
• Charges from failure to cancel a guaranteed room reservation when such charges are driven by changes to the University’s business needs. 

Meals and Incidentals 

• The US General Services Administration (GSA) sets domestic travel per diem rates for meals and incidental expenses based on geographical area.   
• The US Department of State (DoS) sets international per diem rates based on geographic area and dates of travel.  
• The University strongly encourages Travelers to use the GSA per diems for meals and incidentals for domestic travel and the DoS per diem rates for international travel.  However, Travelers may choose to submit either the federal per diem amounts or actual incurred expenses up to the federal per diem amount. The same method of reimbursement must be used for the entire trip; Travelers may not request reimbursement of actual expenses for one portion of a trip and per diem for the remainder.  
• The first and last calendar day of travel will be reimbursed at 75% of the respective per diem rate as noted in the federal per diem schedule. If a meal is provided on the first or last day of travel, the 75% per diem rate is calculated first, and the per diem amount for the meal provided is then subtracted from the 75% per diem rate. 
• Day trips of less than twelve (12) hours of travel time do not qualify for per diem rate reimbursement.  

Miscellaneous Expenses 

• Reasonable laundry and dry-cleaning expenses will be reimbursed for business trips of seven (7) or more consecutive days. 
• The cost of travel visas, passport and passport photos are allowable. 
• Travelers will be reimbursed for domestic and international internet access charges incurred while traveling for the purpose of conducting University Business. 

Air Travel 

• Airfare cancellation penalties imposed because of personal reasons are not allowable unless an exception is granted. 
• Fees for additional bags or oversized/overweight bags are not allowable unless there is a valid, documented business purpose.  
• Airline ancillary fees, such as early check-in or excess baggage charges not required for the completion of University Travel, are not allowable
• Reimbursements for air travel purchased with frequent flier miles.  
• Any costs in excess of the coach fare or costs for non-allowable airfare-related expenses must be removed from the traveler’s expense report.  

Lodging 

• Charges from failure to cancel a guaranteed room reservation are not allowable unless such charges are driven by changes to the University’s business needs or an exception is granted.  
• Lodging for in-state travel for UMass Chan unless an exception is granted.

Meals and Incidentals 

• Meals that are provided to a traveler (such as meals at conferences). The full federal per diem rate allowance will not be granted to travelers who are provided such meals during their travel. In these instances, the traveler must submit the individual per diem meal allowance only for the meals not provided. 
• Tips for bellhops, baggage handlers, or hotel cleaning staff when the traveler receives the federal per diem rates. These incidental expenses are included in the rate calculation.  

Rental Cars

• Prepaid fuel
• Prepaid Tolls
• Any other optional costs not identified in the Allowable Expenditures subsection

Miscellaneous Expenses 

• Late fees or expenses of a personal nature incurred while traveling are not allowable.  
• Expenses for spouses, except as allowed in the Executive Compensation Package for University President and Campus Chancellors (T93-062) (when approved) or as part of an institutional event which has received prior approval

The approval requirements for travel and travel expenses are outlined on the Approvals, Documentation Requirements, and Exceptions page. 

Exceptions can be requested per the guidelines outlined on the Approvals, Documentation Requirements, and Exceptions page. 

Amherst

• Fly America Act Exception Form
• Fly America Act and Open Skies Agreement
• Fly America Decision Tree

Dartmouth

• Fly America Act Waiver Checklist

Lowell

• Travel Registry Information (Lowell)

UMass Chan

• Travel Registry Information (UMass Chan)