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September 11, 1997
TO THE CAMPUS COMMUNITY
From: Jane Kling, Accounting Office
This memo is to announce updates to Systemwide travel policy, Business & Finance Bulletin G-28. This announcement is being made by e-mail so that service centers can forward it to specific travelers and other users. A paper copy of this memo will not be distributed.
The changes are listed below in a question and answer format, and are effective August 29, 1997. Please note that travel expenses incurred on 8/29/97 and later can be processed in accordance with the new allowances and policy changes, while travel expenses incurred prior to 8/29/97 should continue to be processed in accordance with the allowances and policy that was in effect prior to 8/29/97.
Within the next few weeks, the updates listed below will be incorporated into the Systemwide policy accessible on the Web. Business & Finance Bulletin G-28 is located on the Web at: http://www.ucop.edu/ucophome/policies/bfb/g28.html
SUMMARY OF SYSTEMWIDE POLICY CHANGES EFFECTIVE 8/29/97
Q: What is the reimbursement rate for meals and incidental expenses (M & IE) within the continental U.S.?
A: The M & IE reimbursement has been increased from $37 per day to $46 per day. The $46 is a ceiling established for reimbursing travelers for ACTUAL costs of meals and incidentals, NOT TO EXCEED $46 per day.
This is not a per diem, or an "automatic" allowance given to travelers. It is a reimbursement for actual expenses up to a maximum of $46 per day. This does not apply to meal reimbursements for one day travel, or for travel of 30 days or more. (Policy reference: BFB G-28, III.F and Appendix B)
Q: What is the reimbursement rate for private car mileage?
A: The mileage rate for the use of a privately owned car has increased from 24 cents per mile to 31.5 cents per mile.
The "optional rate" under which actual expenses could be claimed up to 31 cents per mile has been eliminated. The rate for specially equipped or modified automobiles for travelers with physical disabilities remains at 37 cents per mile. (Policy reference: BFB G-28, VI.E.2.a and Appendix A)
Q: Have the standard allowances for round-trip airport mileages increased?
A: Yes, the standard round-trip airport mileage allowances are: RT to San Jose airport has increased from $17 to $22 RT to San Francisco airport has increased from $34 to $44 RT to Oakland airport has increased from $34 to $44 RT to Monterey airport has increased from $24 to $31.50 (Policy reference: Campus Policy)
Q: Can I give my host a gift when I stay with a friend or relative?
A: The cost of a gift provided to a host when a traveler lodges with a friend or relative while on official business for the University has increased from $25 to $75. Only one gift per stay may be provided to a host. A receipt must be submitted for any gift of $25 or more. (Policy reference: BFB G-28, VII.A.1.e)
Q: Who is the appropriate person to approve my travel?
A: Travel expenses must be approved for payment by the traveler's department head or by a person to whom the Chancellor has delegated such authority. To ensure that the approval of travel is entirely independent, travel expenses must not be approved by a person who directly reports to the traveler. (Policy reference: BFB G-28, IV)
Q: What kind of documentation needs to be provided with my claim for expense reimbursement?
A: Original receipts must always be submitted for all commercial lodging, all airfare, all rental cars, all entertainment incurred while on travel status, any gifts of $25 or more to a host for private lodging, and all other expenses of $75 or more.
Electronic receipts are acceptable if the detail is equivalent to the level of detail contained in an acceptable paper record. For example, an electronic credit card receipt must show the name of the payee, the amount of the charge, the transaction date, and when required, an itemization of the charges (e.g. itemized hotel charges).
The traveler is responsible for providing documentation with sufficient detail to substantiate the costs incurred. (Policy reference BFB G-28, IX.D)
Q: Can reimbursement of expenses while in a foreign country exceed the established per diem?
A: Foreign travel is reimbursable in accordance with the Federal Maximum Travel Per Diem Allowances issued by the Department of State. When travel is less than 30 days and actual expenses are claimed, and the amount exceeds the applicable Federal rate for the location of travel, the traveler must provide a written explanation establishing the existence of special or unusual circumstances. The amount reimbursed however, may not exceed 300% of the applicable Federal rate, and must be supported by receipts. Appendix E provides a method for determining expense reimbursement if more than one per diem rate is applicable. (Policy reference: BFB G-28, VII.A.2.a)
Q: What is the reimbursement rate for the use of private aircraft?
A: The rate for the use of a privately-owned aircraft has increased from 50 cents per mile to 85 cents per mile. The mileage reimbursement, however, cannot exceed the cost of the lowest regular coach fare available for the location of travel from a standard commercial air carrier, plus the cost of transportation to and from the terminals, and any meals and lodging that would have been allowed had the traveler used a commercial airline.
Mileage claimed for the use of private aircraft must include a comparison of the cost via commercial airline and the cost via private aircraft.
The use of privately-owned aircraft for official travel is contingent upon registration with and written approval of the Chancellor. The pilot must also be approved by Office of Risk Management. (Policy reference: BFB G-28, VI.B.2)
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