PPM 5-33, Motor Pool Vehicle Use
PPM 4-10, Field Trips

II. GENERAL

This policy applies to travel by all employees or students where the costs of travel are charged against funds in the custody of Weber State University, including general funds, grants and contracts, gifts and endowments, student funds and auxiliary funds.

Any separate travel policies prepared to govern group travel must be approved by President's Council.

The economical expenditure of institutional monies should be of prime consideration by all travelers. Consideration should also be given to the efficient use of the traveler's time.

It is the intent of this policy that the institution should pay for the necessary costs incurred by the traveler while traveling on University business. The institution should not pay for costs of a personal nature, should not pay more than the costs incurred (except for meal allowances) and shall not pay for costs reimbursed from any other source.

The immediate supervisor of the traveler is responsible for reviewing all travel claims for compliance with this policy and appropriateness of the items claimed.

The president, provost or a vice president may authorize exceptions in writing to any specific provision of this policy, including the rates in Schedule I.

III. AUTHORIZED TRAVEL EXPENSES

The following kinds of expenses are authorized to be paid by the University for approved travel:

A. Transportation Costs

1. Air Fare, Rail Fare or Bus Fare

The institution will pay up to coach rate. Where possible, air- fare reservations should be obtained at least fourteen (14) days in advance to obtain the least cost air fares. Additional savings may be realized by adjusting travel plans such as staying over Saturday night or traveling on weekdays. In such cases, additional lodging and meals would be reimbursed upon appropriate documentation and explanation of the savings to the institution.

Travel agencies operating under state contracts usually offer best value, and the Purchasing Department should be contacted for state contract provisions. Travel agencies may be paid directly by the University.

The unused portion of the ticket must be submitted with the travel reimbursement requests in every case upon the traveler's return.

2. Private Vehicle

Although travel by private vehicle is discouraged because of increased travel time, the traveler may use a private vehicle instead of an airline for University travel. The institution will pay for the transportation costs by private vehicle subject to the following conditions:

a. The total cost of using the private vehicle, including mileage and costs incurred enroute (such as meals, lodging, tolls, parking, etc.) and parking fees at the destination, cannot exceed the lowest available airfare to that destination.

(1) The mileage cost is calculated using the approved mileage rate and highway mileage from the Rand McNally Road Atlas tables for the most direct route from Ogden to the destination. In cases where reimbursement for the actual miles driven is approved, beginning and ending odometer readings must be included with the claim.

(2) The lowest available airfare determines the maximum payment for use of the private vehicle. The lowest available airfare typically requires booking and payment at least 14 days in advance, may have restrictions on travel days and may require a stay-over.

(3) If a destination is not served by a scheduled airline, the institution will pay for use of private vehicle using mileage from the Rand McNally Road Atlas or actual mileage. However, meals enroute will be paid only if an overnight stay is required.

b. The additional time required for driving a personal or University vehicle rather than going by air must be considered by the supervisor in approving the use of a personal or institution vehicle.

(1). The missed work time arising from such travel should be reviewed by the supervisor to determine if vacation time should be taken.

(2). The missed work time must not interfere with employees' accomplishing their teaching and/or other responsibilities.

(3). No overtime nor compensatory time shall result from the time spent driving a personal or University vehicle.

c. Employees traveling to the same destination for a common set of meetings are encouraged to reduce total cost to the institution by traveling together where feasible. If two or more employees travel together in the same vehicle, the mileage cost for that vehicle plus the total cost of lodging, meals, etc. for the group cannot exceed the total of the lowest available airfare cost for the group.

d. For out-of-state travel, the mileage payment may be paid in advance of the travel.

3. University Vehicles

The institution will pay the cost of using a University-owned vehicle. (See PPM 5-33, Vehicle Fleet and Schedule I of this policy)

B. Lodging

The institution will reimburse the traveler for the cost of lodging (see Schedule I for limits) for the period of the authorized event as documented by a copy of the agenda plus any additional time required to achieve an overall savings from special airfares. The traveler will pay the bill for lodging and will be reimbursed after returning and completing the reimbursement process. A detailed bill must be submitted to receive reimbursement.

Lodging costs at a destination within 50 miles of Ogden must be approved by the provost or appropriate vice president.

C. Meals

The institution will provide a meal allowance only when an overnight stay is required.

The allowance for meals (see Schedule I) is a daily amount and individual meal receipts are not required. However, to compute partial-day allowance, the allowance values for specific meals are shown in Schedule I.

The meal allowance is based on the need for meals for the full duration of the trip from departure to return as determined and approved by the traveler's supervisor.

The institution will not pay the traveler for any meal provided at no cost to the traveler whether or not the meal is eaten by the traveler, e.g., in-flight airline meals, meals included in lodging cost, meals included in a registration fee paid by the University or meals furnished by any other party, agency, group or individual.

D. Rental Cars

The institution will pay reasonable and necessary costs of a rental vehicle at the destination when such a vehicle is authorized in advance. For insurance coverage, vehicles rented in the name of Weber State University are considered to be WSU vehicles while being used for University business. Collision damage waiver, personal accident insurance and other miscellaneous charges are not to be accepted and will not be reimbursed for vehicles rented from agencies covered by state contracts. To find out about responsibility for insurance coverage on vehicles rented from agencies not covered by state contract, contact WSU Travel Coordinator. Specific questions on insurance coverage should be addressed to the Director of Public Safety.

For information concerning rental cars in foreign countries, please call the Travel Coordinator in the Purchasing Department.

E. Miscellaneous Charges

The institution will pay for the following types of expenses:

1. Travel to and from airport and Ogden or traveler's home (whichever is the least distance)

2. Ground transportation for University business at destination, including bus, taxi, etc

3. Cost of parking, tolls, etc.

The institution will not pay fines for parking or traffic citations or personal expenses.

IV. PROCEDURES

A. Petty Cash

In-state mileage reimbursements may be submitted on Petty Cash Vouchers where the total is within the petty cash limit. (See PPM 5-11, Reimbursement for Petty Cash Purchases)

B. Out-of-state Travel

1. Before departure, complete the Travel Authorization part of the form and get approving signatures. Make necessary reservations for transportation and lodging well in advance of travel (at least 30 (thirty) days where possible). Secure written approvals for any exceptions to policy from the provost or your vice president and include with travel authorization form.

2. Within ten working days after return, complete the Travel Reimbursement part of the form and submit required documentation. This must be done even if no further reimbursement is claimed.

C. In-state Travel

Before departure, complete the Travel authorization part of the form if required by the traveler's supervisor.

Upon return, complete the Travel Reimbursement part of the form or a Petty Cash Reimbursement form if appropriate and submit any required documentation promptly (normally within ten days; a series of small claims can be accumulated and submitted as a group at least monthly).

D. Non-Employee Travel

In those instances where departments are paying for travel for non-employees, submit the request on a purchase requisition. Receipts will be required to make payment to the individuals.

E. Travel on Grants or Contracts

Travel to be paid from funds received as a grant or contract from a non-WSU agency is subject to the provisions of this policy, unless the funding agency imposes provisions more restrictive than those in this policy.

F. Changes in Mileage Rates, Lodging Rates and Meal Allowance Rates

Changes in these rates or other items requiring periodic update are not considered as a change in policy and will be added as an addendum to this policy. Standard rates listed in Schedule I are the maximum rates. Supervisors may establish lower rates depending on individual travel circumstances. Schedule I will be reviewed annually for needed changes in mileage rates, lodging rates and meal allowance rates.

SCHEDULE I

Rates for Reimbursement

A. Private Vehicle Reimbursement

$.25/mile. The total cost of using the private vehicle, including mileage and costs incurred enroute (such as meals, lodging, tolls, parking, etc.) and parking fees at the destination, cannot exceed the lowest available airfare to that destination.

B. Hotel/Motel Rates

Reimbursement will be made at actual cost per lodging receipts submitted.

C. Meal Allowance:

$34/day Maximum Daily Rate

Partial day allowance is based on meals for which reimbursement is claimed:

Breakfast $8, Lunch $9, Dinner $17

D. Miscellaneous expenses:

1. Miscellaneous expenses with receipts. Items may be combined, such as taxi, bus fare, parking, etc.

2. Miscellaneous expenses without receipts. The total may not exceed maximum or $20. All expenses must be itemized.

SCHEDULE II

Standard Mileage from Weber State University

IN-STATE

 Authorized Mileage Authorized Mileage

City For Round Trip City For Round Trip

American Fork. . . . . . . 130	Morgan . . . . . . . . . 44
Blanding . . . . . . . . . 696	Murray . . . . . . . . . 88
Bountiful. . . . . . . . . 58	Nephi. . . . . . . . . . 240
Brigham City . . . . . . . 42	Panguitch. . . . . . . . 538
Brighton . . . . . . . . . 136	Park City. . . . . . . . 126
Bryce Canyon Lodge . . . . 582	Price. . . . . . . . . . 312
Cedar City . . . . . . . . 582	Provo. . . . . . . . . . 162
Clearfield . . . . . . . . 20	Richfield. . . . . . . . 382
Coalville. . . . . . . . . 82	Salt Lake City . . . . . 72
Defense Depot Ogden. . . . 14	SLCC/Salt Lake City. . . 78
Duchesne . . . . . . . . . 280	Snow Bird. . . . . . . . 130
Ephraim. . . . . . . . . . 310	Spanish Fork . . . . . . 184
Fillmore . . . . . . . . . 372	Springville. . . . . . . 175
Heber City . . . . . . . . 140	St. George . . . . . . . 684
Hill Air Force Base. . . . 28	Tooele . . . . . . . . . 138
Kaysville. . . . . . . . . 34	Tremonton. . . . . . . . 80
Lehi . . . . . . . . . . . 110	UVSC/Orem. . . . . . . . 150
Logan. . . . . . . . . . . 96	Vernal . . . . . . . . . 414
Moab . . . . . . . . . . . 540	Wendover . . . . . . . . 292

OUT-OF-STATE

Albuquerque, NM. . . . . .1280	Missoula . . . . . . . . 962
Boise, ID. . . . . . . . . 614	Phoenix, AZ. . . . . . . 1362
Bozeman. . . . . . . . . . 790	Pocatello, ID. . . . . . 258
Denver, CO . . . . . . . .1060	Portland, OR . . . . . . 1468
Evanston, WY . . . . . . . 145	Reno, NV . . . . . . . . 1108
Idaho Falls. . . . . . . . 356	San Diego, CA. . . . . . 1590
Las Vegas, NV. . . . . . . 928	San Francisco, CA. . . . 1566
Los Angeles, CA. . . . . .1492	Seattle, WA. . . . . . . 1600