\u00a0<\/span><\/p>\nThe following items should be considered when planning a business trip.\u00a0<\/span>\u00a0<\/span><\/p>\n\n- The business reason for travel (i.e., attending a conference)<\/span>\u00a0<\/span><\/li>\n
- Dates of travel\u00a0<\/span>\u00a0<\/span><\/li>\n
- Destination(s)<\/span>\u00a0<\/span><\/li>\n
- Transportation methods (i.e., airline, train, rental car)<\/span>\u00a0<\/span><\/li>\n
- Lodging requirements including per night cost, tax and surcharges (Must be with per diem)<\/span>\u00a0<\/span><\/li>\n
- Registration fee(s) for event<\/span>\u00a0<\/span><\/li>\n
- Meals and no-cost meals provided at the event<\/span>\u00a0<\/span><\/li>\n
- For meals and incidental expenses, only one payment\/reimbursement method per trip.\u00a0 Since reimbursement methods cannot be combined on one trip, the traveler must decide before travelling whether to use the P-Card to pay actual meal expenses or receive a per diem reimbursement for meals<\/span>\u00a0<\/span><\/li>\n
- Other anticipated requirements and expenses (i.e., mileage, baggage fees, etc.)<\/span>\u00a0<\/span><\/li>\n
- All travel costs must be estimated before the proposed trip is made. These estimates should include expenses to be billed directly to Marymount on a P-Card (such as airfare and registration fees) and expenses to be reimbursed to the traveler.<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
Allowable Expenses<\/span>\u00a0<\/span><\/h2>\n\n- Transportation (including airfare, rail tickets, rental car, taxi, shuttle, etc.)<\/span>\u00a0<\/span><\/li>\n
- Lodging (within per diem rate for location when an overnight stay is required unless hotel is at conference site)<\/span>\u00a0<\/span><\/li>\n
- Meals (based on overnight lodging location per diem rates)<\/span>\u00a0<\/span><\/li>\n
- *Business telephone calls<\/span>\u00a0<\/span><\/li>\n
- *Internet charges (when required for business)<\/span>\u00a0<\/span><\/li>\n
- Visa expenses, vaccination fees, airport fees<\/span>\u00a0<\/span><\/li>\n
- Registration fees<\/span>\u00a0<\/span><\/li>\n
- For more information refer to the University Travel Policy<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
\u00a0<\/span>*Business phone calls, facsimiles, and data transmission charges must be supported by documentation that includes the date, points and parties involved, the business purpose of the call, and the charges incurred. Travelers are permitted to incur charges for use of the internet at hotels, airports or other locations provided that internet access is necessary for business activity.\u00a0<\/span>\u00a0<\/span><\/p>\nInternet Charges to Sponsored Funds.\u00a0 <\/span><\/b>Internet charges to sponsored funds are allowable only when directly related to the specific grant or contract. As such, checking email could only be charged to a grant if email activity was limited to, and directly related to, a specific project. Internet-based research directly related to a sponsored project is allowable.<\/span>\u00a0<\/span><\/p>\nUnallowable Expenses<\/span>\u00a0<\/span><\/h2>\nPersonal expenses are generally not reimbursable. Examples of common expenses that are not reimbursable are listed below. This list is not all-inclusive.<\/span>\u00a0<\/span><\/p>\n\n- Passport fees<\/span>\u00a0<\/span><\/li>\n
- Lost or stolen articles<\/span>\u00a0<\/span><\/li>\n
- Alcoholic beverages<\/span>\u00a0<\/span><\/li>\n
- Excessive meal and lodging charges<\/span>\u00a0<\/span><\/li>\n
- Personal telephone calls*<\/span>\u00a0<\/span><\/li>\n
- Personal laundry expenses*<\/span>\u00a0<\/span><\/li>\n
- Damage to personal vehicles, clothing or other items<\/span>\u00a0<\/span><\/li>\n
- Expenses related to personal negligence of the traveler, such as fines<\/span>\u00a0<\/span><\/li>\n
- Services to gain entry to locked vehicles<\/span>\u00a0<\/span><\/li>\n
- Towing charges<\/span>\u00a0<\/span><\/li>\n
- Insurance associated with rental cars in the United States<\/span>\u00a0<\/span><\/li>\n
- Luxury vehicle rentals<\/span>\u00a0<\/span><\/li>\n
- Excessive parking and gasoline charges<\/span>\u00a0<\/span><\/li>\n
- University parking fees<\/span>\u00a0<\/span><\/li>\n
- Movies charged to hotel\/motel bills<\/span>\u00a0<\/span><\/li>\n
- Expenses for children, spouses and other non-business companions<\/span>\u00a0<\/span><\/li>\n
- Service fees and tips (e.g., to baggage handlers)*\u00a0<\/span>\u00a0<\/span><\/li>\n
- Travel insurance (personal injury or loss, trip interruption\/cancellation, etc.) <\/span>Note: Travel accident and emergency insurance coverage is available for employees (covered cost). Additional information is available from <\/span><\/i>the Office of Risk Management.<\/span>\u00a0<\/span>\u00a0<\/span><\/li>\n<\/ul>\n
\u00a0<\/span>*These expenses are covered by the incidental portion of the per diem payment.<\/span>\u00a0<\/span><\/p>\nReceipts and Required Documentation<\/span>\u00a0<\/span><\/h2>\nEach traveler should keep a log of daily travel expenses, and receipts must be obtained and carefully retained for all expenditures for which they are normally available. The traveler must submit their travel expenses through Workday with itemized\/detailed dated receipts from the vendor and proof of payment. The traveler is required to keep original receipts for 18 months for auditing purposes. Credit card receipts without details are not acceptable. Accounts Payable will not reimburse individual transactions without receipts. Charges incurred using a University P-Card follow the documentation requirements of the University P-Card Policy.\u00a0<\/span>\u00a0<\/span><\/p>\nThe University is a tax-exempt organization. The University will not reimburse individuals for the sales tax on purchase reimbursement requests from DC, MD and VA and other qualified states.<\/span>\u00a0<\/span><\/p>\nThe following chart provides general documentation requirements for travel expenses that must be submitted to substantiate travel expenses incurred:<\/span>\u00a0<\/span><\/p>\n\n\n\n\nExpense Type<\/h3>\n<\/td>\n\nDocumentation Requirements<\/h3>\n<\/td>\n<\/tr>\n\nTransportation<\/span><\/b>\u00a0<\/span><\/td>\n | General<\/span>\u00a0<\/span><\/td>\n | Receipts required for all items<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nAir<\/span>\u00a0<\/span><\/td>\n | Electronic airline tickets<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nRental Car<\/span>\u00a0<\/span><\/td>\n | Refer to Ground Transportation\u00a0<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nPersonal Automobile<\/span>\u00a0<\/span><\/td>\n | Mileage log that reflects daily record of trips and miles traveled<\/span>\u00a0<\/span><\/p>\n Copy of mileage calculation from GPS or desktop web mapping service such as MapQuest or Google Maps<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nBus\/Train (Public)<\/span>\u00a0<\/span><\/td>\n | Receipts are not required for public transportation<\/span>\u00a0<\/span><\/p>\n An itemized log is required, with date, destination, business purpose and cost.<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nBus\/Train (Commercial)<\/span>\u00a0<\/span><\/td>\n | Electronic tickets<\/span>\u00a0<\/span><\/p>\n Boarding pass<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nTaxi, Uber or other car service<\/span>\u00a0<\/span><\/td>\n | Refer to Ground Transportation\u00a0<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nLimo & Shuttle Services<\/span>\u00a0<\/span><\/td>\n | Refer to Ground Transportation<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nConference Fees<\/span><\/b>\u00a0<\/span><\/td>\n | Receipts required<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nHotel\/Lodging<\/span><\/b>\u00a0<\/span><\/td>\n | General<\/span>\u00a0<\/span><\/td>\n | Itemized, dated hotel bill marked as paid<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nPrivate Rentals (i.e. AirBnB, VRBO, etc.)<\/span>\u00a0<\/span><\/td>\n | Electronic receipt which itemized amounts paid including daily rate, cleaning fees, service charges and other fees<\/span>\u00a0<\/span><\/td>\n<\/tr>\n\nPrivate\/Personal Residence<\/span>\u00a0<\/span><\/td>\n | Proof of payment to host of private residence<\/span>\u00a0<\/span><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\nTravel Charging Sponsored Project Funding<\/span>\u00a0<\/span><\/h2>\nThe dollar limitations on lodging, meals and incidental expenses in conjunction with an overnight trip, and transportation also apply to travel conducted in support of grants and contracts sponsored by outside agencies unless the underlying grant or contract specifically provides different reimbursement policies or rates.<\/span>\u00a0<\/span><\/p>\n | | | | | | | | | | | | | |