Administrative Standards Highlights - UMass Chan

Updated Maximum Limits for Allowable Expenses

Business Meal Limits 

Meal Dollar Limit
Breakfast $22.50 (change from $30)
Lunch $37.50 (change from $30)
Dinner $70.00 (no change)

 

 

Standard Section Change in Standard Current Campus Standard Operational Impact
Allowable and Non-Allowable Non-Travel Expenditures      
Non-travel purchases The future standard will state that purchases must be made through BuyWays unless an exception is granted with prior approval as outlined in the standards Although this is the current UMass Chan policy, it is not specifically stated in the travel policy Use of exception form
Non-Travel Food and Beverage Expenditures      
Maximum Cost Guidelines The future standard will increase the maximum lunch limit to $37.50 per person, and specify a breakfast limit of $22.50 per person The current standard sets a maximum amount of $30 per person for lunch and makes no mention of a breakfast meal amount limit N/A
Mileage Reimbursement      
Mileage Reimbursement New policy requires documentation to submit with expense report UMass Chan policy requires use of MapQuest or Google maps to chart mileage but not required documentation to submit with expense report N/A
Travel Expenses      
Air Travel This future standard prohibits reimbursements for air travel purchased with personal frequent flier miles The current standard does not mention purchases made with personal frequent flier miles N/A
Ground Transportation The future standard requires rental vehicles to be rented in the University's name and a copy of the University's Certificate of Insurance must be provided at the time of the rental (No change in standard that rental car insurance is not reimbursable) The current standard only requires the use of a UMass Chan Corporate card to obtain rental car insurance Reporting/Compliance: This change operationally effects the vehicle rental process-- The new requirement for vehicle rentals is to rent vehicles in the University's name and provide a copy of the University's certificate of insurance

Non-Travel Purchases

  • Purchases must be made through BuyWays unless an exception is granted with prior approval (Although this is the current UMCMS policy, it is not specifically stated in the travel policy)

 

Updated Mileage Reimbursement Procedure

  • Additional documentation charting mileage is required when submitting an expense report

 

Travel Expense Updates

  • Air travel purchased with frequent flier miles are not reimbursable
  • Rental vehicles must be rented in the University's name and a copy of the University's Certificate of Insurance must be provided at the time of the rental 

 

Approval and Documentation Requirements (Receipts)

  • New approval matrix sorted by type of business expense and an additional section within the matrix details approval exceptions
  • The new standards provide a comprehensive table containing various expense types and their corresponding documentation requirements
  • All receipts, including restaurant receipts must be detailed and provide itemization
  • Receipt requirements are consistent across all spending mechanisms. If a receipt is lost, the traveler/cardholder must make every possible attempt to contact the vendor and obtain a copy. If a copy cannot be obtained, a Missing Receipt Form must be completed and attached to the Expense Report
  • The only exception to the missing receipt requirement would be receipts for travel related items (parking, tolls, taxi, etc.) that are under $25.00
  • Refer to the Approvals, Documentation Requirements, and Exceptions page for applicable matrices, tables, and guidelines