Whether you have expenses or not to claim (and have been provided an index to pay for them), always submit a Travel Authorization through Service Now
Official University Travel Policy
In August of 2010, the University adopted the following travel policy:
ET-AL Procedures & Policies
Per Diem
Please note, the provision of number 5 above. This basically means the Policy has no teeth and is a guideline. The primary reason for this is that most grants do not have such generous budgets. Where our grant budgets allow it, we will pay per diem (particularly for conferences and meetings in expensive cities). In keeping with other labs, we generally will not pay our seasonal technicians and undergraduate employees per diem, but in some situations we may cover grocery expenses. In general, for full-time employees and/or graduate students we will not pay the full per diem for field work, and instead will reimburse grocery receipts and meals (budget permitting). In these situations where we (the University) are unable to pay full per diem, the individual is not obligated to travel.
Overtime & Fieldwork
We generally cannot afford to pay overtime. Most granting agencies will not allow overtime pay in our budgets, despite University policies encouraging it for work exceeding 40 hours per week. Most of our budgets are written based on a daily field-work rate. All graduate studentships are salaried positions and include no overtime pay. Hourly seasonal employees and undergraduate technicians will be hired with an explicit understanding that they will be paid a salary equivalent to their hourly wages up to but not exceeding 40 hours per week. The work they sign up for is typically field work on short, intensive 1-3 week trips in which we all put in long days (up to 12-13 hours), OR for field work close to Logan, that does not require overtime. We will attempt where possible to minimize the need for overtime work. However, in some situations this is unavoidable (e.g. river-trips or out-of-state trips where transportation costs are considerable). This policy will be made clear to employees ahead of time, as a basic expectation to get the work done when we are in the field away from home. However, any hours over 40 hours per week will be submitted with time cards for hourly employees and recorded as volunteer work. This ensures that the employee is covered for any work-related injuries. Employees again are not obligated to travel in such situations nor are they obligated to volunteer time, but are also unlikely to be hired if they are unable to work with us on this. Exceptions to the above policy may be granted in rare circumstances, where budgets permit. However, if this is the case, overtime will not be approved or paid unless it is explicitly cleared with your supervisor (Joe) ahead of time on a trip-by-trip basis.
Procedures
Ongoing Field ResearchIf you have field work that will last a whole field season or year, we will create an open TA that remains open for the period required and you can submit mulitiple post travel reimbursement forms against. One of these needs to be created for every month.
In August of 2010, the University adopted the following travel policy:
- For trips involving hotel/motel accommodations, travelers shall be reimbursed for their room costs (with receipt) plus per diem (note: new per diem rate is $46/day). [The per diem rate shall also apply for conference involving accommodations in campus dormitories, unless a meal plan is included in housing costs or purchased separately.]
- Travelers attending conferences shall attach a copy of the registration form to the Pre-Travel TA, clearly indicating any conference meals (e.g., banquet, luncheons, breakfasts, etc.) or meal plans paid for when registering. Travelers shall not receive the full per diem rate for days in which any meals were paid for when registering for the conference (i.e., no ‘double-dipping’).
- For extended trips, per diem for the first and last day of travel shall be 75% of the full per diem rate (i.e., $46.00 X 0.75 = $34.50).
- For trips in which housing is provided and/or for trips involving camping or staying with family or friends, travelers shall be reimbursed on the basis of actual expenses (itemized meal or grocery receipts will be needed). This also will apply to the first and last day of extended trips in this category.
- TAs are required for all trips, even when using a state vehicle. [The new USU travel policy allows individual colleges to make this a requirement; the CNR department heads and dean unanimously agreed that this will be CNR policy.]
- Open TAs shall be filed on a monthly basis.
- When university funds are not available to reimburse all expenses, an individual is not obligated to travel. However, if the individual chooses to travel, it is expected that the traveler will assume the remainder of the cost.
ET-AL Procedures & Policies
Per Diem
Please note, the provision of number 5 above. This basically means the Policy has no teeth and is a guideline. The primary reason for this is that most grants do not have such generous budgets. Where our grant budgets allow it, we will pay per diem (particularly for conferences and meetings in expensive cities). In keeping with other labs, we generally will not pay our seasonal technicians and undergraduate employees per diem, but in some situations we may cover grocery expenses. In general, for full-time employees and/or graduate students we will not pay the full per diem for field work, and instead will reimburse grocery receipts and meals (budget permitting). In these situations where we (the University) are unable to pay full per diem, the individual is not obligated to travel.
Overtime & Fieldwork
We generally cannot afford to pay overtime. Most granting agencies will not allow overtime pay in our budgets, despite University policies encouraging it for work exceeding 40 hours per week. Most of our budgets are written based on a daily field-work rate. All graduate studentships are salaried positions and include no overtime pay. Hourly seasonal employees and undergraduate technicians will be hired with an explicit understanding that they will be paid a salary equivalent to their hourly wages up to but not exceeding 40 hours per week. The work they sign up for is typically field work on short, intensive 1-3 week trips in which we all put in long days (up to 12-13 hours), OR for field work close to Logan, that does not require overtime. We will attempt where possible to minimize the need for overtime work. However, in some situations this is unavoidable (e.g. river-trips or out-of-state trips where transportation costs are considerable). This policy will be made clear to employees ahead of time, as a basic expectation to get the work done when we are in the field away from home. However, any hours over 40 hours per week will be submitted with time cards for hourly employees and recorded as volunteer work. This ensures that the employee is covered for any work-related injuries. Employees again are not obligated to travel in such situations nor are they obligated to volunteer time, but are also unlikely to be hired if they are unable to work with us on this. Exceptions to the above policy may be granted in rare circumstances, where budgets permit. However, if this is the case, overtime will not be approved or paid unless it is explicitly cleared with your supervisor (Joe) ahead of time on a trip-by-trip basis.
Procedures
- Clear all travel with your supervisor ahead of time.
- Fill out a Pre-Travel Authorization form on Service Now for ALL travel beyond a 12 hour visit (note we will not need TAs for travel done in a day close to campus, such as up Logan Canyon or running errands in town). This includes travel for meetings, conferences, field work or any other official business. Forms are available at the CNR Business Service Center. Please try to submit your form well in advance of your actual travel (minimum of 1 week ahead of time).
- To minimize your personal out of pocket expense, with enough advance notice you can ask the CNR Business Service Center to:
- Book and pay for your flights
- Pay conference fees
- Make airport shuttle reservations
- If you are using a University vehicle, please check out a gas card from the Business Service Center so you do not need to pay for fuel. If you are using our van, use the gas card provided (where possible).
- Unfortunately, you will have to front payments with your own money for:
- Airport Shuttle Fees and all other transportation fees (e.g. taxi, train, etc.)
- Meal expenses
- Hotel/Lodging
- Alternatively, you can ask for a cash advance ahead of time. You can also fill out as many TRs for one TA as you like. So as soon as you personally incur expenses, you can submit a TR (even if it is before the travel date) and get reimbursed.
- Keep all your receipts (both the credit card receipt and itemized receipts are necessary for reimbursement). Note, you can submit receipts prior to travel and request reimbursement for expenses already incurred (e.g. airfare). Make sure to instruct them to keep the TA open if you do pre-travel reimbursement.
- Fill out a After Travel Reimbursement on Service now the first day you are back in the office from travel and submit it to the Business Service Center with all required receipts and/or supporting documentation.
- Reimbursements will be paid directly to your bank account (typical processing times normally vary between 1-4 weeks)
Ongoing Field ResearchIf you have field work that will last a whole field season or year, we will create an open TA that remains open for the period required and you can submit mulitiple post travel reimbursement forms against. One of these needs to be created for every month.
