Employee Travel Policy

1
Employee Travel Policy Procedures
2
Draft Travel Policy 7/29/09

• Purpose of Policy
• To support employee travel while on official
  UMass Boston business
• with procedures that ensure travel reimbursements
  are processed
• according to the Travel Policy set forth by the
  Presidents Office and
• the Board of Trustees (T92-031, Appendix B) and
  within the
• procurement guidelines established by the UMass
  Boston Office of
• Contracts and Compliance.
• This policy also provides standards and
  guidelines for the effective
• utilization of the Universitys Employee Expense
  Reimbursement
• System.

3
Draft Travel Policy 7/29/09

• Applicable to
• This policy pertains to all employee travel
  expenditures by University
• of Massachusetts Boston employees on official
  UMass Boston
• business, regardless of source of funds.

4
Draft Travel Policy 7/29/09

• Official Travel Official travel is defined as
  movement on official
• UMass Boston business of the University from
  one's home or normal
• place of employment to another destination, and
  return from there either
• to one's normal place of employment or to one's
  home. Commuting
• between one's home and regular place of
  employment is not official
• travel (see procedures for expenses eligible for
  reimbursement).
• Official UMass Boston Business - Actions that are
  necessary,
• appropriate, and reasonable to meet the
  programmatic requirements
• of the University of Massachusetts Boston.
• Travel Expenses - All travel expenditures
  regardless of the source of
• funds related to UMass Boston business

5
Draft Travel Policy 7/29/09

• Policy
• The University Of Massachusetts Board Of
  Trustees, Policy Doc.T92-031,
• assigns to the Chancellor of each campus
  general responsibility for the
• approval and control of travel by employees, and
  the establishment of
• written procedures.
• To ensure appropriate approvals and management
  of employee travel, all
• travel expenses must be pre-approved and for
  official UMass Boston
• business only. Employee travel expenses may be
  paid via reimbursement
• (corporate travel card or out of pocket
  expense), travel advance or
• directly prepaid to the vendor by the
  University.

6
Draft Travel Policy 7/29/09

• Responsibility of Traveler
• Responsibility of Department
• Responsibility for Federal Sponsor Funded
  Travel
• Responsibility of ORSP
• Responsibility of Controllers Office

7
Draft Travel Policy 7/29/09

• Procedures
• Travel Authorization
• Prepaid Travel
• Travel Cash Advance
• Expense Reimbursement
• Allowable Expenses

8
Draft Travel Policy 7/29/09

• APPROVALS
• Traveler-The Travelers signature attests that
  the amounts as itemized
• were incurred by him or her as necessary expenses
  in the performance
• of his or her official UMass Boston duties.
• Account Signatory must verify
• that the travel is compliant with the UMass
  Boston travel policy,
• the Traveler has signed (not a copy or stamp) the
  Printable View
• document,
• original receipts that support the travel
  expenses are attached,

9
Draft Travel Policy 7/29/09

• APPROVALS cont.
• ORSP will verify
• the correct Chartfield was entered,
• the grant or sponsored program includes a budget
  line item for travel
• expenses,
• the Account Signatory who approved the travel
  form is authorized by the PI
• to approve travel for the grant or sponsored
  program.

10
Draft Travel Policy 7/29/09

• APPROVALS cont.
• Controllers Office performs 2 audits
• Pre-Audit Confirming documents are complete with
  signatures and receipts.
• Post-Audit A random sample of paid expense
  reimbursements are routinely
• checked for travel policy compliance

11
Draft Travel Policy 7/29/09

• Approval Options
• OnlineExpense Module
• Traveler or Expense Preparer enters data in
  online Travel Forms
• Account Signatory applies online approval
• ORSP applies online approval
• Controllers Office applies online approval
• Manual-PaperBusiness as Usual using new Travel
  Forms

12
Draft Travel Policy 7/29/09

• Next Steps
• Department Comments on Policy
• Issue Final Policy 8/26/09
• Departments Review Business Process
• Expense Module Roll Out and Training begins in
  September for
• Preparers and Approvers