Travel
What to Know Before You Go
Make a formal request during budget planning cycle or at least 2 months prior to travel
Submit to your Supervisor, Associate Director and/or Director for approval
Depending on the funding source, a proposal may need to be submitted to the finance director for verification of funds and alternate chartfield, if different from employees’ department chartfield.
Know your budget–reasonable and necessary expenses up to the approved amount will be allowed–any overages or additional charges must be approved by the traveler’s supervisor.
Approximately 2 months prior to trip:
Work with UCL Operations at ucl-ops@utah.edu to register a trip and get a travel number.
Work with UCL Operations at ucl-ops@utah.edu to book the most cost-effective airfare, or other transportation if appropriate. This will typically be charged directly to travel number.
Individuals in UCL complete their own conference registration. Conference registration will be paid for on a department purchasing card.
The traveler makes hotel reservations, this requires a personal credit card. An early reimbursement may be submitted for prepaid amounts, see UCL Operations at ucl-ops@utah.edu for acceptable documentation. Budgets typically allow for the price of a standard room in the conference hotel. Consult your supervisor before making alternate reservations.
Traveler may be responsible for upgrade or extra costs.
Note: Any international travel MUST now be registered at least three weeks prior to departure.
If you have not received a direct deposit for travel reimbursement previously, you must complete a non-payroll direct deposit form from Accounts Payable Department return to Operations Team for verification. This is different than payroll direct deposit. Not having this set up before your trip may result in your travel reimbursement being delayed.
Accounts Payable Non-Payroll Direct Deposit Authorization Form (links to an external site)
Save these receipts for reimbursement:
Airfare–if not paid through Travel
Registration for conference–if not paid on Purchasing Card
Hotel–itemized (paid by traveler)
Parking (paid by traveler)
Bus/shuttle/taxi/rideshare (paid by traveler)
Car rental–Rent only with pre-authorization by supervisor and when it is the most cost-effective option (paid by traveler)
NO receipts are required for meals–traveler will receive daily per diem
Click here for Per Diem Rates (links to an external site)
Disclaimer: University policy allows for the maximum non-taxable reimbursement under IRS rules. University Connected Learning sets travel budgets to allow only for what is reasonable and necessary. Please check with a travel planner or supervisor for allowable items.
What to do When you Return
Schedule an appointment with UCL Operations at ucl-ops@utah.edu to review receipts and work on reimbursement.
Receipts Required for Reimbursement:
Airfare–if not paid through travel
Registration–if not paid on purchasing card
Hotel–receipt must be itemized
Parking
Bus/shuttle/taxi/ride-share
Car rental
NO receipts are required for meals–in most cases traveler will receive per diem.
Meals provided by hotel or conference will be deducted from per diem.
Per diem rates can be found at https://www.gsa.gov/travel/plan-book/per-diem-rates?gsaredirect=portalcategory (links to an external site).
Reimbursement
If you have direct deposit on file with Travel reimbursement should be in your account within three business days
If you do not have direct deposit on file with Travel, reimbursement could take five to ten business days for a check to be cut
You will also want to make sure that your address is correct in CIS (Campus Information System)
Disclaimer: University policy allows for the maximum non-taxable reimbursement under IRS rules, University Connected Learning sets travel budgets to allow only for what is reasonable and necessary. Please check with your travel planner or supervisor for allowable items.
TRAVEL Guidelines
The purpose of university travel is to carry out business on behalf of the University. University Connected Learning (UCL) considers travel for training or professional development an opportunity to enhance an employee's ability to fulfill their job assignment as well as conduct University business. While traveling, employees are considered on the job and expected to behave as university employees. As with any job, circumstances and environmental conditions are not always ideal, but employees are expected to make the best of each travel situation and enjoy the opportunity for new professional experiences.
Travel Arrangements
All UCL travel arrangements must be made through UCL Operations at ucl-ops@utah.edu unless otherwise approved. UCL requires advanced approval of travel as determined to meet individual oversight responsibilities—see professional development.
Airfare
UCL generally schedules the least expensive flight available. At times, this may result in Saturday stays, late-night flights, and local air shuttle flights. Employee safety and arriving in adequate time to prepare for meetings are also considered when choosing airlines and flight times. In order to obtain the most favorable fares, most tickets purchased by UCL are nonrefundable and nontransferable. The University will not pay for first-class or business-class upgrades/flights. Additionally, if a trip must be canceled for an employee's personal convenience, the cost of airfare and/or any penalties assessed by the ticket agent or airline may be charged to the employee.
Lodging
At small conferences, where accommodations and meetings are in one hotel, the traveler will attempt to lodge in the conference hotel. At large conferences with multiple facilities being involved, the traveler may lodge in a medium-class hotel/motel within reasonable travel distance of the event.
When appropriate, and several employees are going to the same event, travelers may be asked to share a room. Lodging more than a single room rate will not be reimbursed except when an additional occupant is an authorized University traveler.
Unconventional Lodging (camping, staying with friends or relatives, etc.) will be reimbursed at the daily rate authorized in the Schedule of Allowable Rates (links to external site).
Meal and Incidental Expenses (also referred to as per diem)
Travelers will be paid a per diem amount, set by the department sponsoring the travel (UCL), but not to exceed the Federal per diem rate schedule. No meal logs or receipts are required. The per diem covers meals and incidentals. The amount of per diem will be decreased when the conference, hotel, flight and/or other parties associated with the business purpose of the trip includes meals. Partial days will be pro-rated. Please reference the travel web page for current per diem rates or check with UCL travel planners. https://travel.utah.edu/ (links to external site).
Travelers will only be reimbursed for their own meal expenses, unless the meal is an approved business expense or team, or group travel is involved. Business meals require receipt/(s) and documentation of attendees and business purpose and prior authorization of UCL Director.
Per Diem Rates (links to external site)
Additional Transportation
Ground Transportation in the State of Utah
UCL has two vehicles that may be available for your trip. If a UCL vehicle is not available, Fleet Services has vehicles available daily. There are a limited number of vehicles available, so contact Fleet Services as soon as possible to ensure availability. For more information go to Fleet Services (links to external site)
Travelers may, when appropriate and cost-effective, drive their own vehicle, and be reimbursed for personal auto mileage. For more information reference Schedule of Allowable Rates (links to external site).
The University does not provide insurance coverage for physical damage to a privately-owned automobile and provides liability coverage only in excess of the owner's personal auto insurance coverage.
Travelers who choose to drive their own vehicle when air travel is the least expensive mode of travel will be reimbursed the amount of the lowest airfare only per ‘In-Lieu-of-Airfare Rate’ Policy 3-030: III.G.5. Additional ground transportation costs, extra meals and lodging necessitated by extended driving time will not be reimbursed.
Ground Transportation in Conjunction with Airplane Travel
Do not automatically rent a car. Car rental costs often equal or exceed the round-trip taxi fares from the airport to a meeting place. Many hotels/motels offer complimentary shuttle services; limo services also offer a fast, convenient and economical mode of transportation from the airport. UCL will reimburse the least expensive ground transportation available. Weather conditions and personal safety are taken into consideration when deciding upon ground transportation. UCL will only reimburse the expense of a car rental if no other reasonably priced ground transportation is available in the area visited or if extenuating circumstances make this the preferred choice.
Car Rental in conjunction with airplane travel
When appropriate, UCL will approve the payment of a rental car; however, the traveler must use State contracts whenever possible. To use a state contract agency, a contract number must be provided at the time of reservation. For additional rental car information and a list of State contract agencies Car Rental Agencies (links to external site).
Taxi, Bus, Etc., in conjunction with airplane travel
Receipts are required for ground Transportation (for example, UBER, LYFT, bus, trains, taxi, etc.)
Parking in conjunction with airplane travel
Airport parking will be reimbursed based on current allowable rates found on Schedule of Allowable Rates (links to external site).
Receipts
Original, itemized receipts must be submitted with the Travel Reimbursement Request:
Lodging (itemized receipt)
Car rental
Registration fees (when not purchased on department purchase card)
Parking
Airfare (electronic itinerary reflecting payment or boarding pass)
Baggage fees charges
Ground transportation: taxi, shuttles, and buses
Registration Fees
The University pays registration fees to conventions, meetings, and classes with prior approval, when funds are available, and when accompanied by an official registration form or letter. It is preferred that the registration fees be paid by a purchasing card in advance of the event and as part of the ‘Professional Development/Travel Request.”
Travel Advance
Normally, cash advances will not be issued to University travelers. However, in those instances where funds are needed prior to travel, the request must be made well ahead of when the funds will be needed and must be approved by Vice President. Travelers are encouraged to apply for corporate credit cards through the University Travel Office to use for travel expenses (reference Policy 3-030.3. I.1).
Travel Reimbursement
All reimbursements should be fully documented and submitted to the Travel department within 30 business days of the return date of the trip. All travel reimbursements must be accompanied by pertinent conference brochures, agendas, schedules of meetings, or a concise statement of the purpose, destination, and dates of the trip. These documents are subject to review by Internal Audit, the State Auditor, and other governmental agencies.
Any trip not fully documented and submitted to the Travel department within 60 calendar days of the return date, will not be reimbursed and all prepayments made on behalf of the traveler, including airfare, will be reported as INCOME to the traveler and taxed appropriately.
Upgrades
In cases where travelers prefer to upgrade their travel, they are free to do so at their own expense.
Personal Side Trips
Employees who take side trips, layovers, or extended time off during a business trip will be responsible for any extra costs incurred. They will also be expected to take vacation time for any extra time away from work. This should be discussed in advance with your supervisor.
Companion Travel
If an employee wants to take a companion on a university business trip, they are free to do so if it does not interfere with accomplishing the trip's purpose. A companion’s travel expenses (airfare, meals, and any difference in accommodation costs) are not reimbursable and are the responsibilities of the employee. The employee will also pay any difference between a shared room and a single room price.
Compensatory Time
Under certain conditions, hourly employees will be given compensatory time for travel time or attendance at meetings, conferences and/or classes. Qualification for compensatory time related to these circumstances must qualify under the following University compensation policies:
A Department may require employees to work overtime; however, supervisors will keep overtime hours to a minimum. The University provides overtime pay or compensatory time off to non-exempt employees whose work exceeds 40 hours in a workweek. The work week begins at 12:01 a.m. Saturday and ends at midnight the following Friday.
When travel time returning from a meeting, conference and/or class only takes up part of a regular workday and less than 40 hours have been worked during the week (including travel and attendance at the meeting, conference and/or class), employees will be expected to be at work or use compensatory or vacation time for hours not spent in actual travel.
Actual travel time will be used in calculating the 40-hour week. In addition, it will be assumed that eight hours will be spent each day attending meetings, conference sessions, and/or classes.
For answers to any additional travel questions
Travel & Reimbursement Services (links to external site).
Gifts and Gratuities Policy (Professionalism)
The State of Utah passed a Gratuities and Kickbacks law affecting all state employees and their families, imposing criminal penalties for violating its provisions.
Criminal provisions exist regarding “Gratuities and Kickbacks”—the acceptance of items of value from vendors and others interested in selling items to the University. This article offers an overview of the major points to be aware of under the new law.
The criminal provisions related to acceptance of gifts apply to university employees engaged in 2 roles:
Procurement Participants: Employees preparing for, administering, conducting, or making decisions regarding a procurement process; those making a recommendation/award regarding a procurement contract or decision to obtain a procurement item from a particular party; and those evaluating a bid, quote, or response during a procurement process.
Procurement Contract Administrators: Employees who administer a current procurement contract including making payments, ensuring compliance with the contract, auditing, or enforcing the contract.
If you are currently engaged in either of these roles, then the prohibition on gifts and gratuities applies to you and your family members. This means is it unlawful for an interested vendor to give you a gift and for you to accept the gift. “Gift” includes travel, meal, lodging, money, loan, entertainment tickets, etc.—regardless of the value.
Information about the State law:
https://www.purchasing.utah.edu/gratuities-and-kickbacks/ (links to an external site).
If you have any questions about this policy, please contact your supervisor.