About the Department

Recreation, Park and Tourism Management Policy Manual

PSU Travel & Group Meal Policy Changes

(Effective 01-01-2007)

Alcohol:
Group meals, meetings or events that only include employees – alcohol purchased is considered
personal expenses and will not be reimbursed.

Alcohol may not be purchased from University funds at events involving only employees, employee’s spouses/partners and/or students.

Events/Group Meals with Guests – if guests include graduate students, purchase of alcohol must be approved by the dean prior to the event; if guests include undergraduate students, purchase of alcohol must be approved by VP for Student Affairs prior to the event.

University-funded or Sponsored Events – if alcohol is being served, does not matter who is paying the cost, bartender services must be provided. (Unless less than 20 people attend).

Hosting events at private residents:
Group meals/meetings at a private residence are not covered by University insurance with the exception of the Dean; their personal homeowner’s policy would be the primary liability insurance coverage. Use of a caterer is not required at private residence.

Travel:
Traveler may be reimbursed for up to $25 per day when lodging in private residence. Required to provide name and address of host – Not permitted if traveler owns the home.

Taxability of International Travel with Personal Use
Airfare is taxable to the traveler if both the following conditions are met:
- Total period of trip is longer than one week
- At least 25% of the trip is personal

Applies to travel outside the fifty United States
-When a travel day includes both business and personal time, the day should be classified as a business day

Required CONUS (Unites States & Canada) Receipts
- Lodging
- Commercial transportation
- Car Rentals
- Business group meals one hosts
- Any expense which traveler does not wish to classify as miscellaneous (i.e.
subject to the miscellaneous daily reimbursement cap)

Required O-CONUS (International) Receipts
- Meals, lodging and incidentals will be reimbursed on per diem basis
- All other valid business expenses require receipts
- If written approval is received, from the Dean, in advance of the trip, all expenses for the entire trip must be claimed on an actual basis and supported by receipts (i.e. lodging, meals, incidentals, etc.)

Additional Requirement if Destination is Not Clear
- Travelers who do not request reimbursement of transportation costs must provide documentation to support their mode of travel
- If no documentation is available, information must be included about the mode of travel to the destination

Miscellaneous Expenses
- Reimbursement of actual miscellaneous expenses up to $5 per day with no
receipts required for CONUS travel
- Intended to cover: baggage handling and storage, parking meters, phone calls
and/or use of personal cell phones
- Tips or gratuities for meal or lodging services is included in your meal and
incidental per diem rate

Taxis and Shuttles
- Taxis and shuttle expenses will be reimbursed; receipts are required
- If receipts not provided, subject to the $5 per day miscellaneous expense
Driver’s Guidelines
- Any vehicle used for business purposes may only be driven by a University
employee
- However, students may act as relief drivers when accompanying faculty or staff
on long trips

Hotel Parking
- Traveler should use judgment regarding safety, security and convenience when valet parking is the only option (Justification required)

Tolls
- Receipts are not required for tolls
- Explanation of tolls may be required

Traffic Violations, Parking Fines and Towing
- Responsibility of the driver, not reimbursable
- If traveler chooses to drive when flying is less costly, reimbursement may not
exceed the cost of the lowest available airfare for the same points of origin and
destination
- Traveler is responsible to provide price comparison from either Travelport or a
contracted travel agency
- If traveler is involved in an accident while on University business, the vehicle
owner’s insurance policy will be primary and the University’s auto liability
coverage will be secondary

Prorating Meal per diem
- If some meals are provided by a conference, a host, participation in a business
group meal or on partial day travel status, the per diem must be prorated (When
meals are provided and you choose not to eat, you will not be reimbursed)
- Prorating of meals will be based on a 24 hour day
- If all meals for a day are provided by any source, no meal per diem can be
claimed for that day; the incidental per diem amount can still be claimed
- The $3 incidental rate does not vary between domestic locations Prorating Domestic & Foreign Meal Per Diem
- Breakfast – 12:01 am to 10:00 am – 20% meal per diem for the location
- Lunch – 10:01 am to 4:00 pm – 30% meal per diem for the location
- Dinner – 4:01 pm to 12:00 pm – 50% meal per diem for the location
- Traveler is eligible for meal per diem for the location where lodging occurs the
night
- For the final travel day, the per diem location will be that of the prior night’s stay
- Tips over 20% will be considered excessive and not reimbursable from any
University source (The 20% is on the meal prior to taxes)
Internet service connections will not be reimbursed from sponsored research projects, but eligible from other sources; unless stipulated by the funding agency.

Permission Required to use Actual Expenses in lieu of per diem
- An employee may claim all OCONUS expenses on an actual basis in lieu of per
diem
- Traveler must explain in writing why the per diem basis is not suitable
- Obtain written approval in advance from Department Head
- If approved, all expenses must be supported by receipts