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Controller's DivisionOUS Financial Administration Standard Operating Manual (FASOM) |
The content of this policy is current, although it has not yet been transitioned to the new Fiscal Policy format. This will be accomplished as time and resources permit.
It is OUS policy to reimburse employees for expenses incurred while traveling on official OUS business. Such reimbursement is subject to all applicable statutes, regulations, bargaining agreements, contracts, policies, procedures and budget availability.
The Oregon State Board of Higher Education has authority over OUS travel policy including the establishment of OUS travel reimbursement rates. The institutions are responsible for ensuring that travel expenditures comply with OUS policy. The OUS travel policy provides that each institutional president has the discretion to establish their institution's rates below the OUS rate. If the institutional president exercises this option, a copy of the institutionally approved rates will be submitted to the Controller's Division prior to implementation. If the institutional president does not exercise this option, the OUS rates apply.
Several travel-related contracts are negotiated and awarded at the System-wide level. These contracts are developed with guidance from the Directors of Business Affairs and are administered by the Chancellor's Office.
Any questions regarding this policy should be directed to the campus travel coordinator.
Travel to or within the state of Oregon. Includes travel to Oregon originating outside the state of Oregon.
Travel outside of Oregon but within 150 air miles of the Oregon border. This includes the following cities: Seattle, Tacoma, Olympia, Yakima, Spokane, Boise, Moscow, Missoula, Eureka, Redding, Winnemucca and Elko.
Travel to or within the United States, but outside the state of Oregon. For determining reimbursement rates, travel to or within Alaska and Hawaii is considered non-foreign overseas travel. For determining account codes, travel to or within Alaska and Hawaii is considered out-of-state travel.
Travel to or within foreign countries. For determining reimbursement rates, travel to or within Puerto Rico, the Northern Mariana Islands or U.S. Possessions is considered non-foreign overseas travel. For determining account codes, travel to or within Puerto Rico, the Northern Mariana Islands and U.S. Possessions is considered foreign travel.
Non-Foreign Overseas travel comprises travel to or within Alaska, Hawaii, Puerto Rico, the Northern Mariana Islands and U.S. Possessions. When traveling to or within Alaska and Hawaii, use out-of-state travel account codes. When traveling to or within Puerto Rico, the Northern Mariana Islands, and U.S. Possessions, use foreign travel account codes.
Travel requiring overnight absence from an employee's official station during which expenses arising from the use of commercial lodging are expected.
Travel requiring overnight absence from an employee's official station during which non-commercial lodging is used (e.g., camping equipment, recreational vehicle or private home).
The intent of the non-commercial lodging per diem is to reimburse travelers using non-commercial facilities (e.g., travel trailer, motor home, or staying with friends or family members) and should result in an economic benefit for the university. Whether for short- or long-term travel, in or outside of Oregon, the daily per diem is $25. It is intended that the non-commercial lodging rate apply for any overnight stay away from home that does not take place in a commercial lodging establishment and which is provided for the employee.
The city, town or other location to which an employee is assigned.
Reimbursement for lodging, meal and incidental expenses for a 24-hour period.
Airlines that do not participate in franchised airline reservation systems (e.g., Southwest and Reno Air).
Airline travel for which there are no restrictions on ticket purchase (e.g., seven- or fourteen-day advance purchase, Saturday night stay or non-refundable provisions).
Travel expenses will be reimbursed provided the trip is approved in advance by authorized campus personnel. Travel authorizations may be verbal or written, subject to campus policy. Blanket authorization for a series of trips may be approved. Employees whose duties require frequent or continuous travel are considered to have advance approval when travel is within the usual limits of their duties. If campus policy requires a written request, and when several employees travel together with the same itinerary and similar expenses, one request for travel authorization may be submitted for the group.
OUS employees may be reimbursed for expenses incurred in connection with official travel.
Reimbursement for travel expenses incurred during sabbatical or other types of leave is warranted only in exceptional circumstances.
OUS Board members and unpaid members of advisory committees may be reimbursed for actual and reasonable expenses, including mileage and gratuities of up to 15% of meal costs.
Reimbursement is limited to travel expenses for personal interview and must be approved in advance by authorized campus personnel. Prior approval by authorized campus personnel is required if reimbursement includes a spouse's travel expenses.
New employees may be reimbursed for travel and moving expenses when reimbursement is necessary to employ qualified personnel. (See FASOM 10.0 for information regarding moving expenses).
New employees teaching summer session only may be reimbursed for travel expenses associated with one round trip when reimbursement is necessary to employ qualified personnel. Advance approval by authorized campus personnel is required for new employees.
Students who travel as employees or officially designated representatives of a campus may be reimbursed for travel expenses.
Employees of other state agencies should be reimbursed for travel expenses by their own agency. OUS campuses should then reimburse the other state agency for the travel expenses.
Individuals not covered by FASOM 11.01D[1] through 11.01D[7] may only be reimbursed for travel expenses incurred in conjunction with providing a service to a campus through a formal or informal contractual relationship.
Travel expenses may be reimbursed by paying either the traveler or the vendor. When employees travel together, it may be expedient for one employee to pay and claim reimbursement for certain expenses of other employees. Reimbursement for multiple employees is only allowed when actual expenses are being reimbursed and are supported by receipts. Deductions are made from the per diem amounts for employees involved. Requests to reimburse travel expenses must be made on the campus travel reimbursement request form. Requests for reimbursement must be accompanied by receipts, if required.
OUS has contracted with US Bank to provide travel cards which US Bank refers to as "corporate cards." These corporate cards are issued to eligible employees who are approved by US Bank.
Any employee who may have reimbursable travel expenses is eligible for a corporate card. US Bank conducts a credit evaluation prior to issuance of cards.
Employees' use of the corporate card is limited to business travel and other business related expenses. Business travel expenses include lodging, meals, car rental and miscellaneous expenses incurred while traveling for business purposes.
Card holders have Automated Teller Machine (ATM) access through the corporate card. ATM draws should be used to meet cash needs for miscellaneous travel expenses for which the corporate card cannot be used. Travel advances may be allowed subject to campus policy. ATM draws should be limited to use for business purposes.
The employee is solely liable for charges to their account in accordance with the agreement between US Bank and the employee.
The full amount on the US Bank monthly statement is due on receipt. US Bank assesses late charges in accordance with the charge card agreement, and may terminate a delinquent employee's account.
US Bank corporate cards are valid only while cardholders are employees. A card is invalid on termination. The campus travel coordinator should be notified when a cardholder terminates or transfers to another OUS campus.
Each university establishes campus policies and procedures for the purchase of airline tickets. The campus may purchase tickets from a variety of sources or they may develop contracts with one or more travel agencies. Price, service, and administrative cost are major factors in the university's purchasing decision.
OAR 580-40-030 provides guidelines regarding transportation of students in a state owned, leased or controlled vehicle.
When one OUS employee, such as a coach, athletic director or group leader, pays for the travel expenses of the team or group members, do the following when preparing the travel reimbursement request.
Meal expenses for an athletic team or student group on a one-day trip may be reimbursed at actual cost. A receipt is required. Coaches, trainers or group leaders who accompany and are responsible for the care, custody or control of the team or group are also eligible for meal-expense reimbursement. The request for reimbursement must state that the expenses result from a trip by an athletic team or student group.
Outside entities may reimburse the campus, pay a service provider directly, or reimburse an employee for travel expenses related to OUS business. If the service provider is paid directly, or if
reimbursement is made to an employee, documentation should be maintained in the campus travel records. Documentation should include the traveler's name, identity of the outside source, travel
destination, travel dates and OUS business purpose. If reimbursement is made to the campus, it should be accounted for as a reduction of expense.
When a travel reimbursement payment is made by the foundation, it must be reported by the foundation to the president annually as required by OAR 580-46-035(6)(d).
Reimbursement of travel expenses for "temporary" assignments are generally not taxable to the employee if less than one year. If the assignment is "indefinite", the employee is considered to have moved to the new work location. Reimbursement of expenses for "indefinite" travel is taxable (for additional information see IRS Revenue Ruling 93-86).
Note: This electronic document supersedes all previous versions and is subject to change.
Contact: cdwebmaster@ous.edu
Last Updated: 04/10/07
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