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Policies and Procedures
All travel, paid for, or reimbursed to, employees from University administered funds must be done in compliance with the University's travel policies and procedures, regardless of the funding source.
Below is a list of important travel and travel-related policies that need to be taken into consideration when traveling on University business.
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Traveling on University Business
An individual traveling on University business should neither gain nor lose personal funds as a result of that travel. Travelers are expected to choose the least costly method of transportation and lodging that also meets their scheduling needs. Use of the University's preferred travel agencies and vendors is recommended as cost effective and convenient. Employee reimbursements must be University business-related and clearly indicate prudent use of public funds.
Link to Administrative Policy: Traveling on University Business
Accrual and Use of Frequent Flyer Miles
In accordance with Minnesota State Statute, 15.435, Section 20, whenever University funds (...) are used to pay for airline travel for University employees, any credits or other benefits issued by the airline must accrue to the benefit of the University and may not be used by the University employee for personal travel.
Link to Administrative Policy: Accrual and Use of Frequent Flyer Miles
Arranging Travel
The procedures for arranging travel are written to promote the safety and comfort of the traveler, while ensuring that the University receives maximum value for the money spent. Travel arrangements will vary depending on a number of factors.
Link to Procedure: Arranging Travel
Applying for Travel Expense Reimbursement
Only allowable business-related travel expenses will be reimbursed up to limits defined in this policy. Staff seeking reimbursement for travel expenses must submit a Travel Voucher, BA Form 1302 or BA Form 1303 when the trip is completed.
Link to Procedure: Applying for Travel Expense Reimbursement
Using the University Corporate Travel Card
The University of Minnesota sponsors a corporate business travel card for employees traveling on University business to pay for travel expenses including airfares, lodging, car rental, other ground transportation, meals, and miscellaneous travel expenses.
Link to Administrative Policy: Using the University Corporate Travel Card
Applying for the Card
Download the University Corporate Travel Card Application form (or request one from your department or Travel Services). Complete the form and submit it to your Department Travel Card Administrator for approval.
Link to Procedure: Applying for the Card
Paying for Expenses
Be sure to use the card to only pay for authorized travel expenses. These are travel expenses including lodging, car rental, ground transportation, meals, miscellaneous travel expenses and airline tickets, that are charged while on University business.
Link to Procedure: Paying for Expenses
Changes to Card Status
If a University Corporate Travel Card is lost or stolen the first thing you should do is contact the Card Vendor. The Card Vendor is the bank or other institution that provided the credit card.
Link to Procedure: Changes to Card Status
Using Automotive Vehicles for University Business
Departments are encouraged to use University owned vehicles whenever possible. University owned vehicles are those available through department ownership, Fleet Services or coordinate campus vehicle pools. When it becomes necessary to rent or lease a vehicle, departments are encouraged to use Fleet Services for local rentals or the company designated in the Big Ten Rental Contract (see Renting Vehicles in the Procedures section) for non-local rentals. If a vehicle is not available using these options, drivers should consider if it is appropriate to use a personal car or truck before leasing one from a company that does not have a contract with the University.
Link to Administrative Policy: Using Automotive Vehicles for University Business
Renting a Vehicle
Departments may have control of their own departmental vehicles, lease them from Fleet Services, or rent them from the rental pool at each campus. These vehicles are owned and insured by the University and all have the same driver requirements and insurance deductibles. Departments are not allowed to buy or lease vehicles. All vehicles bought and leased must be done through Fleet Services.
Link to Procedure: Renting a Vehicle
Rules Governing Authorized Drivers and the Operation of University and non-University Owned Vehicles
Click to view the Rules Governing Authorized Drivers and the Operation of University and non-University Owned Vehicles
Relocating New Employees
Payment for relocation expenses are possible for faculty above the rank of instructor, for professional and administrative staff appointed on a full time basis for a period of at least one academic year, and for other University employees with the approval of the Dean or equivalent administrative officer.
Link to Administrative Policy: Relocating New Employees
Paying for Appointee's Moving Expenses
The department is responsible for ensuring that expenses claimed for reimbursement are within the limits and guidelines defined by the Policy.
Link to Procedure: Paying for Appointee's Moving Expenses
Insurance
When the University enters into a contract for goods or services, there is often a clause requiring evidence of insurance. The most common coverage's required are general liability, automobile liability, professional liability, commercial property, and workers compensation.
Hospitality and Special Expenses
All hospitality and special expenses must withstand the test of public scrutiny. This policy is meant to guide, by examples, those who authorize expenditures.
Link to Administrative Policy: Hospitality and Special Expenses
Purchasing Alcohol with University Funds
Determine that the purchase will further the mission of the University.
Link to Procedure: Purchasing Alcohol with University Funds
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