TRAVEL POLICY AND PROCEDURE - PAGE 11

3.         Business meals are reimbursable whether or not the individual is traveling, e.g., the meal may take place locally during a normal working day or while traveling on business.  Regardless of location, all business meals should be reported on an ER. 

4.         Business meals catered directly by the University’s food service contractor and paid directly by the University do not need to be reported on an ER.  The department must include the information outlined above in item E.2 on the invoice when processing through the University’s Accounts Payable department for payment.  

5.         Professional discretion should be used as to the level of business conducted and its cost/benefit to the University before incurring, or requesting reimbursement, for a business meal. 

F.        TELEPHONE & INTERNET SERVICE – Telephone and internet service expense while traveling is acceptable for business purposes only.  Personal telephone calls will not be reimbursed. 

1.         Telecommunications can provide a University calling card to be used for long distance business calls. All calls will be charged directly to the department by Telecommunications. Contact the Telecommunications department to obtain a card.  

2.         Business calls made from a personal cell phone will be reimbursed at a) a standard rate of $ 0.06 per minute regardless of the employee’s cellular package, or b) a per minute rate computed by dividing the employee’s per month base plan charge divided by the number of base plan minutes received per month.  An itemized list of the calls, documenting the business purpose, must be included with the ER.  Reimbursement requested using option b) above requires documentation of the employee’s monthly base plan charge and base plan minutes. 

3.         Use of the internet for business purposes while traveling must be obtained by the most economical method, such as a daily purchase of unlimited internet service through a hotel business office.  Use of hotel room access without a discounted hotel rate, local internet access or University calling card will not be an acceptable means of access.  Original paid receipt and business purpose of the charges must be substantiated on the expense report.

G.        INCIDENTAL TRAVEL EXPENSES - Incidental travel expenses are reimbursable if necessary and reasonable for the business purpose of the trip and if properly documented.  

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